HomeMy WebLinkAbout04-04-2011_Council Meeting Packet
April 4, 2011 – 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/ROLL CALL
APPROVAL OF THE AGENDA
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
PUBLIC COMMENT
Please limit remarks to three minutes
CONSENT AGENDA
1. Minutes of the January 8, March 21 & 28, 2011 meetings ATTACHMENT A
2. Accounts Payable
3. Arbor Day Proclamation ATTACHMENT B
4. Volunteer Week Proclamation ATTACHMENT C
5. Renewal of Library Board term for Tom Monroe to 4-1-2016 ATTACHMENT D
6. Acceptance of Vista Final Short Plat ATTACHMENT E
7. Acceptance of Draco Final Short Plat ATTACHMENT F
8. Public Art Acceptance – Carved Eagle ATTACHMENT G
9. Authorization for the Mayor Pro Tem to sign confidentiality ATTACHMENT H
agreements with PSRC and Washington State Employment Security to
complete the City’s Transportation Comprehensive Plan element
PUBLIC HEARING
1. Resolution Supporting Proposition 1 - City of Arlington Fire Department ATTACHMENT I
Permanent Levy for Emergency Medical Services
UNFINISHED BUSINESS
NEW BUSINESS
1. Authorization to advertise the bid for the Slurry Seal Pavement ATTACHMENT J
Preservation Project utilizing the City’s Small Works Roster
2. Authorization for the Mayor Pro Tem to sign the 67th Phase III – ATTACHMENT K
Supplement #5 with HDR Engineering
3. Approval to close Olympic Ave from 4th to 5th on May 14, 2011 ATTACHMENT L
for May Hunt
DISCUSSION ITEMS
INFORMATION
1. Interlocal Agreement with Monroe Fire District #3 for Fire Department ATTACHMENT M
vehicle & apparatus maintenance
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.
ADMINISTRATOR & STAFF REPORTS
MAYOR’S REPORT
COUNCIL MEMBER REPORTS – OPTIONAL
EXECUTIVE SESSION
RECONVENE
ADJOURNMENT
Arlington City Council Retreat River Rock Inn January 8, 2011
Present: Mayor Larson, Steve Baker, Dick Butner, Linda Byrnes, Chris Raezer, Scott
Solla, Sally Lien, Marilyn Oertle, Allen Johnson, Nelson Beazley, Paul Ellis, David Kuhl,
Bill Blake, Rob Putnam, Vic Ericson, Kristin Banfield, Jim Kelly, Jim Chase, Loretta
Cortelyou and Steve Peiffle. There were no visitors present.
The Arlington City Council Retreat began at 8 AM with a team-building exercise.
From the Council’s list of issues sent to facilitator Steve Peiffle, the group discussed the
following:
1. Communication issues or concerns
The City Council addressed some of their concerns they had with regards to items
placed on agenda without adequate conversation beforehand.
2. City Council members Code of Conduct
There was discussion regarding how the Council treats the staff directly or
indirectly when there is a perceived problem. Council determined there was no
need to develop a code of conduct and all parties agreed to continue to be “soft on
people, hard on issues.”
3. City Council education on Financial Issues and the Process of Balancing the
Budget
Some Council members still feel they do not understand the Budget and the
process for adopting the budget. Council will be informed when the annual AWC
budget training is open for registration.
4. Staffing needs & issues
There was a considerable amount of discussion with regards to the timing of the
health care information for employees which caused a significant amount of
stress with the employees.
Staff was praised on cost-cutting in all departments and their willingness to work
short-staffed through this economic downturn.
Discussion continued about the needs for additional staff and equipment,
specifically in Public Safety.
5. Economic Development
There was a lengthy discussion with regards to Economic Development and what
the City is doing to weather the continued “down time.”
6. Fireworks in Arlington
There was a very brief discussion with regards to banning fireworks. Banning of
fireworks is not feasible, as the City would not be able to enforce it. Also, with
the City surrounded by the County, the ban would be difficult to enforce and
meet the public’s expectations. It was decided to not pursue the banning of
fireworks at this time. The City will continue to raise the issue with our local
partners, the County and the local tribes to see if we can arrive at a solution.
7. Graafstra Property plans
Plans for Graafstra-Country Charm Recreation and Conservation Area are being
discussed with PARC. Council will have an opportunity to discuss at a future
workshop.
8. Parks issues
The group spent a considerable amount of time discussing the current status of
upcoming Parks plans. Those included:
-Restrooms at Legion Park
-Bridge of Flowers
-Round House and barn area
-Haller Park
-Hospital Trail
-Centennial Trail
9. Capital facilities planning for public safety
Police and Fire are putting together Capital Facilities Plans (CFP) to bring to the
City Council by the end of the year. While the EMS Levy is the important issue
for now, the Public Safety CFP must be in place by the end of 2012.
10. Short review on the progress on the City’s 2010 Goals and Policies
There was some brief discussion regarding the current status of the 2010 goals and
review of the 2010 Goals report. Council asked staff to update the 2010 goals for
2011 and bring it forth for Council adoption.
11. Future Retreats
It was suggested that the group meet again in May to plan goals for the upcoming
year and meet again in January following the November elections. This gives any
incoming Council members/Mayor an update to the City’s current status and
processes in place.
Meeting adjourned at 1:30 PM due to inclement weather.
DRAFT
Page 1 of 3
Council Chambers
110 East Third
March 21, 2011
City Council Members Present by Roll Call: Dick Butner Sally Lien, Scott Solla, Marilyn Oertle, Chris
Raezer, Linda Byrnes, and Steve Baker
Council Members Absent: There were no Council Members absent.
City Staff Present: Allen Johnson, Kristin Banfield, Paul Ellis, Jim Chase, Fire Chief Bruce Steadman,
Jim Kelly, Kris Wallace, David Kuhl, Bill Blake, Cristy Brubaker, Jan Bauer, Steve Peiffle – City Attorney
Also Known to be Present: Walt Riebe, Neil Knutson, Michael Prihoda – Arlington/Smokey Point
Chamber, Sarah Arney – North County Outlook, Gale Fiege – Everett Herald, and Kari Ilonummi
In the absence of Mayor Larson, Mayor Pro Tem Steve Baker called the meeting to order at 7:00PM, and
the pledge of allegiance to the flag followed.
APPROVAL OF THE AGENDA
Marilyn Oertle moved to approve the Agenda. Chris Raezer seconded the motion which passed with a
unanimous vote.
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
Neil Knutson, Arlington resident, spoke of the requirements for keeping chickens within the City Limits.
He remembers a maximum number of 7 that are allowed within the City limits and he spoke to this matter
and took issue with the present Code. Mr. Knutson was told that this matter will be again reviewed by the
Council.
PUBLIC COMMENT
There was no one in the audience who wished to speak to matters not on the Agenda.
CONSENT AGENDA
Marilyn Oertle 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 March 7 & 14, 2011 meetings
2. Accounts Payable
Approval of EFT Payments and Claims Checks #72792 through #72946 dated February 23, 2011
through March 7, 2011 in the amount of $484,383.91
3. Deed converting property on 166th Pl NE to City-owned right-of-way
4. Deed converting property on 173rd St NE to City-owned right-of-way
5. Accepting 43rd Ave NE right-of-way from Walmart
6. Accepting 172nd St NE right-of-way from Stillaguamish Dental Clinic
7. Authorize the acceptance and installation of “Waterline” granite sculptures at Lebanon Park
8. Commission Reappointments: PARC: Francis Barden to 4-1-2015; Airport: Don Munson and
Barbara Tolbert to 4-1-2014; Lodging Tax Advisory Committee Barbara Tolbert to 4-1-2013
Minutes of the Arlington
City Council Meeting
Minutes of the City of Arlington City Council Meeting DRAFT March 21, 2011
Page 2 of 3
PUBLIC HEARING
There was no Public Hearing.
UNFINISHED BUSINESS
There was no Unfinished Business.
NEW BUSINESS
Professional Services Agreement with Perteet, Inc. for Design of 173rd St NE
Public Works Director Jim Kelly noted the Agreement with Perteet. He briefly reviewed the services that
would take place. Mr. Kelly then answered Council questions.
Scott Solla moved to approve the scope of work from Perteet, Inc. for consulting and design services to
support preparation of construction documents for the proposed 173rd Avenue project and authorize the
Mayor to sign the contract, pending final approval by the City Attorney. Dick Butner seconded the motion
that passed with a unanimous vote.
Professional Services Agreement with Northwest Archaeology for Cultural Resource Assessment
for 173rd Street NE
Mr. Kelly described the need for this Assessment and answered Council questions.
Scott Solla moved to approve the Northwest Archaeological Associates scope of work for the proposed
173rd Avenue a Cultural Resource Assessment and authorize the Mayor to sign the contract, pending final
approval by the City Attorney. Sally Lien seconded the motion that passed with a unanimous vote.
Stormwater Wetland Phase II Bid Award
Jim Kelly gave a brief description of the contract award.
Dick Butner moved to award the Old Town Stormwater Wetland Construction Contract to Reece Trucking
& Excavation, Inc., and authorize the Mayor to sign a contract, pending final approval by the City
Attorney. Sally Lien seconded the motion that passed with a unanimous vote.
Professional Services Agreement with Shea Carr Jewell, Inc. for the Comprehensive
Transportation Plan Update & Pavement Condition Analysis
Mr. Kelly reviewed the reasons for the requested Comprehensive Plan Update. He noted the cost for
both portions of the Contract.
Dick Butner moved to approve the scopes of work from Shea-Carr-Jewell for consulting services for
preparation of the City’s Transportation Comprehensive Plan, an element of the General Comprehensive
Plan, and for conducting a pavement condition assessment, and authorize the Mayor to sign the contract,
pending final approval by the City Attorney. Chris Raezer seconded the motion that passed with a
unanimous vote.
Interlocal Agreement with Snohomish County Public Hospital District No. 3 and Skagit County
Public Hospital District No. 1 to Guarantee Site Development & Erosion Control Obligations
City Attorney Steve Peiffle addressed the Council with information that he noted had previously been
discussed at the workshop. He spoke to the contract bond and recommended Council approval.
Chris Raezer moved to authorize the Mayor to sign the proposed Interlocal Agreement with Snohomish
County Hospital District No. 3 and Skagit County Hospital District No. 1 to guarantee site development
and erosion control obligations. Sally Lien seconded the motion that passed with a unanimous vote.
Ordinance Annexing Right-of-Way on SR531
Community Development Director David Kuhl addressed the requested Annexation, giving a description
of the location and a history of the request. There were no Council questions.
Minutes of the City of Arlington City Council Meeting DRAFT March 21, 2011
Page 3 of 3
Marilyn Oertle moved to approve the proposed Ordinance to annex a portion of SR 531, as shown in
Exhibits A and B. Chris Raezer seconded the motion that passed with a unanimous vote.
Ordinance Annexing Right-of-Way on SR9
Mr. Kuhl located the requested Right-of-Way property, gave a description of the request, and asked for
Council approval. He then answered Council questions.
Marilyn Oertle moved to approve the proposed Ordinance to Annex a portion of SR 9, as shown in
Exhibits A and B. Dick Butner seconded the motion that passed with a unanimous vote.
Professional Services Agreement with MAKERS Architecture & Urban Design for West Arlington
Form-Based Code/TDR Project
Natural Resources Manager Bill Blake noted some of the minor Contract changes. Mr. Blake then
addressed Council comments and questions.
Marilyn Oertle moved to authorize the Mayor to sign the Contract with Makers for the amount of
$130,000. Sally Lien seconded the motion that passed with a unanimous vote.
Resolution Declaring VHF Radios and Pagers as Surplus and Authorize Sale
Fire Chief Bruce Steadman addressed the Council regarding the request.
Sally Lien moved to approve the proposed Resolution declaring the radios and pagers as surplus, and
include the generated revenue amount as an addition to the Fire Department training budget, and include
it in the 2011 budget supplement. Dick Butner seconded the motion that passed with a unanimous vote.
ILA for Automatic First Response and Mutual Assistance
Chief Steadman addressed his Interlocal Agreement Request.
Sally Lien moved to approve and sign the Interlocal Agreement for Automatic First Response and Mutual
Assistance. Marilyn Oertle seconded the motion that passed with a unanimous vote.
Authorize the Hotel-Motel Tax Distributions for 2011
Finance Director Jim Chase discussed the Hotel-Motel Tax Distribution. Mr. Chase then addressed
Council questions.
Sally Lien moved to approve the funding applications, as recommended by the Hotel Motel Tax
Committee. Dick Butner seconded the motion that passed with a unanimous vote.
DISCUSSION ITEMS
There were no Discussion Items.
MAYOR’S REPORT
The Mayor was not present to make her report.
COUNCIL MEMBER REPORTS – OPTIONAL
Dick Butner, Sally Lien, Scott Solla, Marilyn Oertle, Linda Byrnes gave brief reports, while Chris Raezer
had nothing to report at this time.
City Attorney announced that there would be no need for an Executive Session.
With no further business to come before the Council, the meeting was adjourned at 7:54PM.
____________________________
Steve Baker, Mayor Pro Tem
DRAFT
Page 1 of 2
Council Chambers
110 East Third Street
March 28, 2011
Dick Butner Sally Lien, Scott Solla, Marilyn Oertle, Chris Raezer, Linda Byrnes, Steve Baker, Allen
Johnson, Kristin Banfield, Jim Chase, Police Chief Nelson Beazley, Jim Kelly, Bill Blake, Cristy Brubaker,
Paul Ellis, Jan Bauer, Steve Peiffle – City Attorney
Council Members Absent: There were no Council members absent.
Also Known to be Present: Mike Hopson
In the absence of Mayor Larson, Mayor Pro Tem 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.
Slurry Seal Project – Authority to Bid using the Small Works Roster
Public Works Director Jim Kelly distributed a Base Bid Estimate for the 2011 Slurry Seal Overlay and
spoke to the project answering Council questions during his presentation.
Confidentiality Agreement
Jim Kelly spoke to the Confidentiality Agreement and noted that the City Attorney has reviewed the
document.
67th Ave Supplement 5 - Supplement to HDR Contract
Jim Kelly addressed the additional funding to accommodate the extra work that has occurred, the result of
the supplement. He then gave an overview of the Project and answered Council questions.
Public Art Acceptance – Carved Eagle
Paul Ellis noted the eagle statue as a piece of art that is being donated by Debbie Anderson. Mr. Ellis
then answered Council questions, and discussion followed. Obstruction of view and distraction of drivers
were both questions and discussed.
Road closure request – Olympic Ave Between 4th & 5th
Paul Ellis noted the request to close a portion of Olympic Avenue on May 14, 2011 for the May Hunt,
which would bring the event to its former Olympic Avenue place. Discussion followed when Mr. Ellis and
Debbie Whitis answered Council questions.
Acceptance of Vista Final Short Plat
Natural Resources Manager Bill Blake asked for questions regarding the Vista Final Short Plat that had
come up at the last Council workshop. There were none.
Acceptance of Draco Final Short Plat
Bill Blake noted that these are the same situation as the Vista Final Short Plat. The Council was satisfied
with the presentation
Minutes of the Arlington
City Council Workshop
Minutes of the City of Arlington City Council Meeting DRAFT March 28, 2011
Page 2 of 2
Shoreline Master Plan Update
Mr. Blake gave an update of the Shoreline Master Plan and asked if he could present this to the Council
before it is formally addressed, as it is a very long document and then answered Council concerns and
questions. Mr. Blake will get the information to the Council with maps distributed in a hard copy.
Country Charm Conservation Area Update
Mr. Blake distributed and introduced information regarding the planned Arbor Day festivities at the
Country Charm Park. He addressed the listed upcoming and past events, also upcoming and completed
work parties.
Grants Report
Kristin Banfield addressed and reviewed the March 2011 Grants that have been received, are pending,
and have been rejected as of March 20, 2011. City Administrator Allen Johnson announced that the City
has also received a Firefighters Grant.
Miscellaneous Council items
Sally Lien commented on the Earthquake Workshop held last Thursday night. She also discussed the
Tourism Strategy.
The meeting was adjourned at 7:48PM.
____________________________
Steve Baker, Mayor Pro Tem
Arbor Day Proclamation
Whereas, In 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the
planting of trees; and
Whereas, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska,
and Arbor Day is now observed throughout the nation and the world; and
Whereas, trees reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the
temperature, clean the air, produce oxygen and provide habitat for wildlife; and
Whereas, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires and countless other wood
Products; and
Whereas, trees in our city increase property values, enhance the economic vitality of business areas, and beautify our
Community; and
Whereas, trees, wherever they are planted, are a source of joy and spiritual renewa;, and
Whereas, Arlington has been recognized as a Tree City USA by the National Arbor Day Foundation and desires to continue
its tree planting practices
NOW, THEREFORE, I, Steve Baker, Mayor Pro Tem of the City of Arlington, do hereby proclaim April 9th, 2011 as
Arbor Day
In the City of Arlington, and urge all citizens to celebrate Arbor Day and to support efforts to protect our trees
and woodlands, and
Further, I urge all citizens to plant trees to gladden the heart and promote the well-being of this and future generations
Dated this 4th Day of April, 2011
__________________________
Steve Baker, Mayor Pro Tem
National Volunteer Week Proclamation
WHEREAS, the entire community can inspire, equip and mobilize people to take action that
changes the world; and
WHEREAS, volunteers can connect with local community service opportunities through
hundreds of community service organizations; and
WHEREAS, individuals and communities are at the center of social change, discovering
their power to make a difference; and
WHEREAS, during this week all over the nation, service projects will be performed and
volunteers recognized for their commitment to service; and
WHEREAS, the giving of oneself in service to another empowers the giver and the recipient;
and
WHEREAS, experience teaches us that government by itself cannot solve all of our nation’s
social problems; and
WHEREAS, our country’s volunteer force of over 63 million is a great treasure; and
WHEREAS, volunteers are vital to our future as a caring and productive nation; and
NOW, THEREFORE, I, Steve Baker, Mayor Pro Tem do hereby proclaim
April 10-16, 2011
National Volunteer Week
In Arlington, WA, and urge my fellow citizens to volunteer in their respective communities.
By volunteering and recognizing those who serve, we can replace disconnection with
understanding and compassion.
Signed this 4th day of April, 2011 _____________________________________
Steve Baker, Mayor Pro Tem
City of Arlington
Council Agenda Bill
AGENDA ITEM:
Consent Agenda #5
ATTACHMENT D
COUNCIL MEETING DATE:
April 4, 2011
SUBJECT:
Library Board term renewal
DEPARTMENT OF ORIGIN:
Executive
ATTACHMENTS:
Re-appointment application for Tom Monroe
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: N/A
LEGAL REVIEW: N/A
DESCRIPTION:
This is a Library Board term renewal for Tom Monroe to April 1, 2016.
HISTORY:
Tom Monroe has served on the Library Board since 2007 when he was appointed to fill an
unexpired term.
COMMITTEE REVIEW AND ACTION:
Mayor Larson has reviewed and requested Mr. Monroe to serve another term.
ALTERNATIVES:
-Do not reappoint.
RECOMMENDED MOTION:
I move that the Council approve the Reappointment of Tom Monroe to the Library Board for a
term of five years.
City of Arlington
Council Agenda Bill
AGENDA ITEM:
Consent Agenda #6
ATTACHMENT E
COUNCIL MEETING DATE:
April 4, 2011
SUBJECT:
Consideration of Vista Final Short Plat
(PLN20110016)
DEPARTMENT OF ORIGIN:
Community Development – David Kuhl,
Todd Hall
ATTACHMENTS:
1. Final Plat Map received by the City on March 10, 2011.
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: N/A
LEGAL REVIEW: N/A
DESCRIPTION:
Vista Properties NW, LLC, requests final short plat approval of the Plat of Vista Townhomes for
development of a 6-lot subdivision (3 duplexes, zero lot line single-family residences). The plat
is located on approximately .32 acres. Access will be from Division Street.
HISTORY:
The Vista Properties Northwest LLC Preliminary Short Plat (PLN20100023) for 6 lots received a
zoning permit on January 3, 2011. The subject final short plat application was received by the
City of Arlington on February 17, 2011, and was deemed complete on February 23, 2011. A
revision was submitted to the City on March 10, 2011. New as-builts were submitted and
approved by the City’s senior civil engineer on March 28, 2011.
ALTERNATIVES:
1. Approve pursuant to staff recommendations including conditions.
2. Approve with additional or lesser conditions.
3. Deny with or without prejudice, with findings of fact for denial.
4. Remand to staff and/or for additional information, giving specific direction as to what
information is to be provided.
RECOMMENDED ACTION:
Approve the Vista Final Short Plat (PLN20110016) and acceptance of dedication of utility
easements as shown on the site plan received by the City on March 10, 2011, subject to any
minor changes in the descriptive language on the plat map.
City of Arlington
Council Agenda Bill
AGENDA ITEM:
Consent Agenda #7
ATTACHMENT F
COUNCIL MEETING DATE:
April 4, 2011
SUBJECT:
Consideration of Draco Final Short Plat
(PLN20110015)
DEPARTMENT OF ORIGIN:
Community Development – David Kuhl,
Todd Hall
ATTACHMENTS:
1. Final Plat Map received by the City on March 10, 2011.
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: N/A
LEGAL REVIEW: N/A
DESCRIPTION:
Draco Northwest, LLC, requests final short plat approval of the Plat of Draco Townhomes for
development of a 6-lot subdivision (3 duplexes, zero lot line single-family residences). The plat
is located on approximately .34 acres. Access will be from Division Street.
HISTORY:
The Draco Northwest LLC Preliminary Short Plat (PLN20100024) for 6 lots received a zoning
permit on January 3, 2011. The subject final short plat application was received by the City of
Arlington on February 17, 2011, and was deemed complete on February 23, 2011. A revision
was submitted to the City on March 10, 2011. New as-builts were submitted and approved by
the City’s senior civil engineer on March 28, 2011.
ALTERNATIVES:
1. Approve pursuant to staff recommendations including conditions.
2. Approve with additional or lesser conditions.
3. Deny with or without prejudice, with findings of fact for denial.
4. Remand to staff and/or for additional information, giving specific direction as to what
information is to be provided.
RECOMMENDED ACTION:
Approve the Draco Final Short Plat (PLN20110015) and acceptance of dedication of utility
easements as shown on the site plan received by the City on March 10, 2011, subject to any
minor changes in the descriptive language on the plat map.
City of Arlington
Council Agenda Bill
AGENDA ITEM:
Consent Agenda #8
ATTACHMENT G
COUNCIL MEETING DATE:
April 4, 2011
SUBJECT:
Public Art Donation-Wood Carved Eagle- 10’
DEPARTMENT OF ORIGIN:
Recreation
Contact: Sarah Higgins, 360-403-3448
ATTACHMENTS: Photo of wood eagle.
EXPENDITURES REQUESTED: Cost of concrete footing (approximately $200)
BUDGET CATEGORY:
LEGAL REVIEW: N/A
DESCRIPTION: Donated to the City by Debbie Anderson, Country Carver, presented at the
Eagle Festival. Requested installation location: west round-about on Division Street. Value of
artwork $1500.
HISTORY: Eagle has been reviewed at the February 22 PARC meeting. PARC has
recommended acceptance of donation. This was discussed at the March 28th Council
Workshop.
ALTERNATIVES:
Deny the entire request, or part of the request.
RECOMMENDED ACTION:
I move that the Council accept the Public Art Donation – Wood Carved 10’ Eagle.
City of Arlington
Council Agenda Bill
AGENDA ITEM:
Consent Agenda #8
ATTACHMENT H
COUNCIL MEETING DATE:
April 4, 2011
SUBJECT: Confidentiality Agreements DEPARTMENT OF ORIGIN:
Public Works – James Kelly
ATTACHMENTS:
• PSRC Agreement to Release Information
• WA State Employment Security Department Notice of Non Disclosure
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: N/A
LEGAL REVIEW: Approved by City Attorney
DESCRIPTION: Confidentiality Agreements are required to allow the City of Marysville and
the Puget Sound Regional Council to share confidential employment data with the City for
preparation of the City’s Transportation Comp Plan.
HISTORY: City of Arlington entered into contract with Shea-Carr-Jewell to complete the
Transportation Comprehensive Plan (Transportation Element) which is a required element of
City’s General Comprehensive Plan. The Puget Sound Regional Council (PSRC) requires every
municipality to prepare a Transportation Comprehensive Plan, in accordance with PSRC
requirements, in order to be eligible for transportation funding. As part of completing the
plan, confidentiality agreements are required in order to allow the City of Marysville and the
PSRC to share employment data to aid in preparation of the transportation model.
PSRC member jurisdictions can sign appropriate agreements in order to obtain access to
confidential estimates; these are intended only as model inputs, and are not to be published or
distributed to anyone except authorized personnel and agents of the requesting jurisdiction.
ALTERNATIVES:
Do not sign agreements.
RECOMMENDED ACTION:
Authorize the Mayor to sign the Confidentiality Agreements.
ESD Agreement No. 06-453-DS
EXHIBIT B
WASHINGTON STATE EMPLOYMENT SECURITY DEPARTMENT
NOTICE OF NONDISCLOSURE
As a non-Employment Security Department (ESD) employee, you may be given access
to records or information that is deemed private and confidential by statute.
You may not make any unauthorized disclosure of private or confidential information
about employers, clients/claimants or employees to any person or entity. Confidential
information includes but is not limited to employee’s wages or hours, unemployment
insurance benefit records, and standard industrial classification (SIC) codes or North
American Industry Coding System (NAICS) of individual employers.
The unauthorized disclosure or abuse of information deemed private and confidential
may subject you to a civil penalty of Five Thousand dollars ($5,000) and other applicable
sanctions under state and federal law. (RCW 50.13)
I have read and understand the above Notice of Nondisclosure.
_____________________________________________
Printed Name
_____________________________________________
Signature Date
The above individual has been informed of the obligations of the above referenced
agreement and Statement of Work including any limitations, use or publishing of
Confidential Data.
_____________________________________________
Printed Name
_____________________________________________
Signature Date
(An original of this notice must be returned to the Employment Security Department.)
Puget Sound Regional Council
Agreement to Release Information
1) The undersigned Requesting Entity has requested information or records that are deemed private
and confidential by the Washington State Employment Security Department (ESD).
2) In order to receive such information, Requesting Entity agrees that certain safeguards must be
followed in order to maintain the confidentiality of the data. Access to the information must be
restricted to only those authorized personnel or agents. By signing this document, you, the
Requesting Entity, agree that you shall take precautions to ensure that only authorized personnel or
agents are given access to the data set provided. The information must be stored in an area that is
safe from access by unauthorized persons during duty hours as well as non-duty hours, or when not
in use and has to be protected in a manner, which prevents unauthorized persons from retrieving the
information by computer, remote terminal or other means.
3) The Requesting Entity agrees to only use the data for authorized purposes. These purposes
include verification of the point level data and activities required under mandated growth
management requirements, including economic impact analysis and transportation impacts on
employment trends.
4) The information provided will remain the property of ESD and will not be duplicated or disclosed
without the written authority of ESD. The Requesting Entity shall protect the confidentiality of the
information.
5) The Requesting Entity agrees to and shall indemnify, hold harmless and defend PSRC, its
members, officers, agents and employees from and against all claims, losses or liability of whatever
nature related to any unauthorized disclosure or abuse of information by Requesting Entity under t his
agreement.
6) The Requesting Entity agrees to notify the PSRC in writing within five (5) working days of
becoming aware of any unauthorized access, use, or disclosure of the information.
I have read, understand, and agree to this Agreement to Release Information:
Requesting Entity
Printed Name
Authorized Signature Date
City of Arlington
Council Agenda Bill
AGENDA ITEM:
Public Hearing #1
ATTACHMENT I
COUNCIL MEETING DATE:
April 4, 2011
SUBJECT:
Adoption of proposed resolution supporting
the establishment of a permanent Emergency
Medical Services (EMS) levy and encouraging
citizens to approve City of Arlington Fire
Department permanent levy for Emergency
Medical Services (Proposition 1)
DEPARTMENT OF ORIGIN:
Executive / Fire
Contact: Kristin Banfield, 360-403-3444
Chief Bruce Stedman, 360-403-3601
ATTACHMENTS:
Proposed resolution supporting the establishment of a permanent Emergency Medical Services
(EMS) levy and encouraging citizens to approve City of Arlington Fire Department permanent
levy for Emergency Medical Services (Proposition 1)
FAQ on the EMS Levy
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW: Resolution drafted by City Attorney
DESCRIPTION:
The City Council is requested to adopt the attached resolution supporting the establishment of
a permanent emergency medical services (EMS) levy and encouraging citizens to approve City
of Arlington Fire Department permanent levy for Emergency Medical Services (Proposition 1).
This is a mail-in ballot election. Ballots must be received by Snohomish County or post marked
by April 26, 2011.
HISTORY:
The City has operated the EMS system since 1999. The City’s current levy expires on December
31, 2011. The proposed EMS levy was brought to the voters in November 2010 and lost at the
polls by 41 votes.
ALTERNATIVES:
Do not pass the proposed Resolution.
RECOMMENDED MOTION:
I move Council adopt the proposed Resolution supporting the establishment of a permanent
Emergency Medical Services (EMS) levy and encouraging citizens to approve City of Arlington
Fire Department permanent levy for Emergency Medical Services (Proposition 1).
Resolution No. 2011-XXX Page 1
RESOLUTION NO. 2011—XXX
A RESOLUTION OF THE CITY OF ARLINGTON SUPPORTING THE ESTABLISHMENT
OF A PERMANENT EMERGENCY MEDICAL SERVICES (EMS) LEVY AND
ENCOURAGING CITIZENS TO APPROVE CITY OF ARLINGTON FIRE DEPARTMENT
PERMANENT LEVY FOR EMERGENCY MEDICAL SERVICES
(PROPOSITION 1)
WHEREAS, emergency medical service (EMS) to the residents of the City of Arlington
(the “City”) is an essential element of the city’s services to its citizens; and
WHEREAS, the City and areas surrounding the City have experienced a rapid growth in
the number of residents; and
WHEREAS, the growing population has resulted in increased need for EMS services;
and
WHEREAS, on September 14, 2004, the voters of the City of Arlington approved an
EMS levy of fifty cents per one thousand dollars of assessed valuation, which levy was effective
for the period from January 1, 2006 through December 31, 2011; and
WHEREAS, RCW 84.52.069 authorizes the establishment of a permanent EMS levy
upon approval of the voters; and
WHEREAS, the increasing costs of providing EMS services and the cost of repeated
requests for renewal of levies may not be in the best interests of the citizens; and
WHEREAS, the consequences of failing to pass an EMS levy will result in the reduction
of services which are deemed essential by most of the citizens of Arlington; and
WHEREAS, at an April 26, 2011 special election, the citizens will be asked to consider
City of Arlington Fire Department Permanent Levy for Emergency Medical Services
(Proposition 1); and
WHEREAS, the City Council believes that approving the ballot proposition represents
the most efficient use of public funds and property to provide adequate Emergency Medical
Services for the citizens of Arlington; and
WHEREAS, the City Council complied with the requirements of RCW 42.17.130 by
giving notice of its intent to consider the adoption of this resolution, and by providing an equal
opportunity to speak by those opposing the ballot proposition;
NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ARLINGTON AS FOLLOWS:
Resolution No. 2011-XXX Page 2
1. The City Council urges citizens to become informed on all issues, and to vote whenever
given the opportunity.
2. The City Council of the City of Arlington strongly supports the request to form the a
permanent emergency medical services (EMS) levy in the sum of fifty cents ($0.50) per
one thousand dollars ($1,000.00) of assessed valuation, and urges the voters within the
City and surrounding area to cast a “YES” vote on Proposition 1 at the April 26, 2011
election.
Passed at a regular meeting this _______ day of ________________, 2011.
CITY OF ARLINGTON
____________________________________
Margaret Larson
Mayor
Attest:
_______________________________
Kristin Banfield
City Clerk
Approved as to form:
_______________________________
Steven J. Peiffle
City Attorney
POTENTIAL LOCAL HEALTH CARE CRISIS
There has been considerable discussion at the national level about health care over the
past two years. The President has defined his administration by it; Republicans and
Democrats have battled over it. They are all looking at the long-term issue of health care
and how it affects the nation’s citizens. As the Chief of the Arlington Fire Department, I
have the responsibility to the citizens of Arlington and the surrounding communities to
inform you that we are facing our own serious health care crisis. In contrast, however, our
crisis is immediate and can have a devastating affect on anyone who lives here, visits
here or travels through here.
The Arlington Fire Department currently provides Advanced Life Support to the
communities of Arlington, Arlington Rural, Silvana, Oso and Darrington. Advanced Life
Support means we bring the emergency room to you, whether you’re having a heart
attack, have sustained major injuries, are in respiratory arrest or have another medical
emergency. We provide this service from our three fire stations staffed with Paramedics
and Emergency Medical Technicians, 24 hours a day, 365 days a year. Our personnel
respond to approximately 3,500 calls for service each year with 85% of them being
medically related.
The majority of the funding for these life saving services is generated through an EMS
levy voted on by the communities which pay for the personnel, equipment, training and
ambulances. The current levy is scheduled to expire at the end of this year. Historically
we have had to go back to voters every 5 or 6 years for passage. This process makes it
difficult to plan, since there is no guarantee that the department will have the required
funding going into the next levy renewal period. In addition, each time a required vote is
brought forward there is an added financial burden to the taxpayers, as they have to pay
for the election costs which can exceed $25,000.
This past November, the City of Arlington and local fire districts attempted to resolve
these issues by going to the voters with a permanent EMS levy. To accomplish this, it
required a super majority of 60%. The EMS levy passed in a number of local fire
districts, but unfortunately failed to get the 60% required in Arlington and Arlington
Rural by the narrowest of margins. After a critical analysis of the campaign, it was
determined that we failed to provide all of the facts in a clear and concise manner, which
led to confusion, misunderstanding and ultimately led to defeat. It is my goal in this letter
to provide the facts so that you, the voters, will be able to make a well informed decision
and understand what is at stake.
FACT 1
This is not a new tax!! We are only asking you to make the EMS Levy permanent and at
the same rate it was in 2004, which is $0.50 per $1,000 assessed value of the home. This
translates into a homeowner paying $125 a year for a home valued at $250,000. The
current rate is $0.46 per $1,000 assessed value or $115 a year for the same home. The
difference for that homeowner is $10 a year or $.83 a month. All this to ensure you are
provided with the very best emergency care when you need it most.
FACT 2
If this levy fails, after December 31, 2011, the Arlington Fire Department will no longer
provide Advanced Life Support Services to our community or the communities we
currently serve. There is not a county or state agency that will come into our area and
provide this service for you. We will be required to rely on the fire budget from the city’s
general fund, which at best will allow us to provide the very limited Basic Life Support
(BLS) services. We will be forced to reduce our service level, reduce our resources and
absolutely will increase our response times. Let me be clear, this will have an immediate,
and in some cases fatal, impact on those individuals who require serious emergency
medical care.
I strongly recommend the voters of Arlington and Arlington Rural support the upcoming
vote on the EMS Levy. If you are not a registered voter, I encourage you to become one,
as this election impacts everyone. You may register online by March 18 th, through the
Snohomish County website. On April 8, ballots will be mailed out to the registered voters
in these communities asking for direction on Proposition 1. Please make sure to vote
“Yes” and return your ballot by mail no later than April 26, 2011.
For further information or to discuss Proposition 1, please contact me at 360-403-3601.
Sincerely,
Bruce A. Stedman
Fire Chief
Arlington, Washington
City of Arlington
Council Agenda Bill
AGENDA ITEM:
New Business #1
ATTACHMENT J
COUNCIL MEETING DATE:
April 4, 2011
SUBJECT: Slurry Seal Pavement Preservation
Project
DEPARTMENT OF ORIGIN:
Public Works – Engineering
ATTACHMENTS:
• Engineer’s Estimate
• Invitation to bid
EXPENDITURES REQUESTED: $80.000.00 (a 2011 budgeted item)
BUDGET CATEGORY: Transportation Improvement Fund 310
LEGAL REVIEW: City Attorney will review all documents prior
to Bid Advertisement.
DESCRIPTION: The City’s 2011 approved budget includes funds for a Slurry Seal Pavement
Project, this agenda bill requests authorization to bid the project from the City’s Small Works
Roster.
HISTORY: A Slurry Seal is a cold mixed asphalt that consists of a graded aggregate, a binder,
fines and additives. It produces a hard wearing surfacing for overlaying existing pavement
and road maintenance. Slurry Seal is the most versatile and cost effective way to preserve and
protect road surfaces. The application of slurry seal will significantly extend the life of existing
pavements by protecting the undersurface from the effects of aging and the environment.
The City will be using a Type II Slurry Seal. This consists of general aggregates that are the
most commonly used and are widely employed where moderate-to-heavy traffic is found. The
process will seal, correct moderate-to-severe raveling, oxidation and loss of matrix, and
improve skid resistance.
This will be the first case of using Slurry Seal in the City – we will be monitoring its
effectiveness over the following 12 months.
ALTERNATIVES:
Defer to staff for additional design/planning.
RECOMMENDED ACTION:
Authorize staff to advertise and bid for the Slurry Seal Pavement Preservation Project from the
Small Works Roster, pending final review and approval of the bidding documents by the City
Attorney.
City Of Arlington Public Works Department
238 North Olympic Avenue Arlington, WA 98223 360-403-3500
April 5, 2011
RE: Invitation to Bid
2011 Slurry Seal Overlay Project Advertisement
Project Number CIP2011003/P02.315
To Small Works Roster Member,
The City of Arlington is inviting qualified Contractors from the City’s construction roster to submit
a proposal for the 2011 Slurry Seal Overlay Project. If your firm is interested in submitting a
proposal package, please refer to the attached Request for Proposal. Only general contractors
identified on the City’s construction roster as of the date shown above, shall be allowed to submit
a bid proposal for the project.
The work to be performed under this contract shall include asphalt pavement repair, crack
sealing, slurry seal, and striping on various streets within the City. The project location will
include multiple locations throughout the City of Arlington. The Engineer’s Estimate for base bid
and alternates for the project is $116,500.
Notice is hereby given that sealed proposals will be received by the City of Arlington, at the
Permit Center located on the First Floor of City Hall at 238 North Olympic Avenue, Arlington,
Washington, 98223, prior to 2:00 PM, local time on April 28, 2011, for furnishing the necessary
labor, materials, equipment, tools, and guarantees thereof to perform the project stated above.
All bidding and construction is to be performed in compliance with the proposal, Contract,
Contract Provisions, Plans, and Specifications for this project and any addenda issued thereto,
which are on file with the City of Arlington Public Works Department, which are incorporated by
reference herein.
Proposals received after the date and time above stated will not be considered. Immediately
following the deadline for submission, the proposals will be publicly opened and read aloud in the
Council Chambers of the City of Arlington located at 110 East Third Street, Arlington,
Washington. Proposals must be submitted on the form provided with the contract documents.
All proposals must be accompanied by a certified check, cashier’s check, money order, or surety
bond payable to the City of Arlington of the value, not less than, five percent (5%) of the total
amount bid. Should the successful Bidder fail to enter into such contract and furnish satisfactory
performance bond within the time stated in the specifications, the bid proposal deposit shall be
forfeited to the City of Arlington.
Plans and specifications may be purchased from the City of Arlington Permit Center, 1st Floor,
Arlington City Hall, 238 North Olympic Ave., Arlington, Washington. PDF files on a CD ROM
disk can be purchased at the non-refundable cost of $10, hard copy prints can be purchased at
the non-refundable cost of $50. Plans and Specifications can be downloaded free of charge
from the City’s website at http://arlingtonwa.gov/index.aspx?page=266.
Bidders shall contact Cristy Brubaker, Public Works Coordinator, at (360) 403-3503 or
CBrubaker@arlingtonwa.gov for more information.
The City of Arlington expressly reserves the right to reject any and all bids, to waive minor
irregularities or informalities, and to further make award of the project to the lowest responsible
Bidder as it best serves the interest of the City of Arlington. No proposal may be withdrawn after
the time stated above, or before Award of Contract, unless said award is delayed for a period
exceeding sixty (60) calendar days after opening of the proposals.
Best Regards,
Eric J. Scott, PE
Senior Engineer
2011 Slurry Seal Overlay
(CIP20110003/P02.315)II-6
Base Bid
Bid Schedule
2011 Slurry Seal Overlay
NOTE: All entries must be typed or written in ink. Unit prices for all items, all extensions, lump sum prices, and the total amount of bid must be
shown. Show unit prices in both words and figures; where conflicts occur, the written words will take precedence and be used to determine the total
amount bid. The total bid amount shall include all work as included in the contract documents and sales tax.
Item
No.DESCRIPTION
WSDOT
Standard
Item No.
WSDOT
Spec
Ref Sect
Approx.
Quantity UNIT Unit Price Total Price
PREPARATION
1 MOBILIZATION 0001 1-09.7 1 L.S.6,000.00$
(Unit Price in Words) ___________________________________________________
2 REMOVAL OF STRUCTURE AND OBSTRUCTION 0050 2-02.4 1 L.S.500.00$
(Unit Price in Words) ___________________________________________________
3 REMOVING PLASTIC LINE 0190 8-22.3(6)96 L.F.192.00$
(Unit Price in Words) ___________________________________________________
4 REMOVING PLASTIC CROSSWALK LINE 0204 8-22.3(6)75 S.F.150.00$
(Unit Price in Words) ___________________________________________________
HOT MIX ASPHALT
5 PAVEMENT REPAIR ----SP 200 S.Y.4,000.00$
(Unit Price in Words) ___________________________________________________
6 PRELEVELING ----SP 200 S.Y.4,000.00$
(Unit Price in Words) ___________________________________________________
7 CRACK SEALING 5703 5-04.5 2,000 L.F.3,000.00$
(Unit Price in Words) ___________________________________________________
8 SLURRY SEAL ----SP 26,352 S.Y.47,433.60$
(Unit Price in Words) ___________________________________________________
TRAFFIC CONTROL
9 PLASTIC CROSSWALK LINE 6857 8-22.4 75 S.F.210.00$
(Unit Price in Words) ___________________________________________________
10 PLASTIC STOP LINE 6859 8-22.4 96 L.F.355.20$
(Unit Price in Words) ___________________________________________________
11 PROJECT TEMPORARY TRAFFIC CONTROL 6971 1-10.4 1 L.S.5,000.00$
(Unit Price in Words) ___________________________________________________
OTHER
12 FORCE ACCOUNT 7715 SP 1 EST. $ 2,000.00 2,000.00$
(Unit Price in Words) ___________________________________________________
13 REIMBURSEMENT FOR THIRD PARTY DAMAGE 7725 1-07.13(4)1 EST. $ 500.00 500.00$
(Unit Price in Words) ___________________________________________________
14 SPCC PLAN 7736 1-07.15(1)1 L.S.750.00$
(Unit Price in Words) ___________________________________________________
15 Contract Bond Extension ---SP 1 L.S.500.00$
(Unit Price in Words) ___________________________________________________
TOTAL BASE BID $74,090.80
5% Contingency 3,704.54$
TOTAL 77,795.34$
City of Arlington
Council Agenda Bill
AGENDA ITEM:
New Business #2
ATTACHMENT K
COUNCIL MEETING DATE:
April 4, 2011
SUBJECT: HDR Engineering Contract for 67th
Avenue Reconstruction Project Phase III Final
Design Contract Supplement #5
DEPARTMENT OF ORIGIN:
Public Works Administration
ATTACHMENTS:
• Scope of Work and Fee estimate
EXPENDITURES REQUESTED: $45,773.21
BUDGET CATEGORY: Transportation Improvement and STP Grant
LEGAL REVIEW: Pending City Attorney review
DESCRIPTION: The City has contracted with HDR Engineering for design for Phase III
reconstruction of 67th Avenue. There are nine additional Right-of Way parcels than what was
estimated in the original scope and fee estimate.
HISTORY: In May of 2009 Council authorized staff to contract with HDR Engineering for
Completion of a 30% design for Phase III reconstruction of 67th Avenue NE from 204th Street NE to
Olympic Avenue and West Avenue; after the completion of the 30% design, the City extended the
contract to include final design (100%) in September of 2010.
As part of the final design, the City has to prepare a Right-of-Way acquisition program in accordance
with WSDOT regulations. The original proposal for final design estimated acquisition of ROW from
10 parcels – final design has ROW required from 19 parcels. Supplement #5 provides a scope and fee
for needed to accommodate the extra nine parcels.
ALTERNATIVES:
• Remand to staff for additional information
• Table pending further discussion
RECOMMENDED ACTION:
Motion to approve Supplement No. 5 to the HDR Engineering Contract for 67th Avenue Reconstruction
Project authorizing HDR Engineering to move forward with the additional right-of-way work and
complete the final design of the 67th Phase III Reconstruction Project, pending final review by the City
Attorney.
Attachment A, Scope of Services SUMMARY
Supplement 5 Page 1
SUMMARY
67th Avenue Phase III Reconstruction
Supplement 5 Scope of Services – Right of Way, Constructability Review
Task A - Project Management
• Basic project management for added subconsultant, added deliverables
Task G - Right of Way
• Additional effort for 9 new parcel transactions, includes:
o Task Management and Pre-Acquisition services
o Additional work on PFE
o Additional Negotiation and Acquisition time
o Assemble certification package
Task W - Constructability Review
• Constructability review by Kevin Sakai of William P Ott Construction
o ¾ of his time on 60%, ¼ on 90%
Attachment A, Scope of Services
Supplement 5 Page 1
Attachment A
67th Avenue Phase III Reconstruction
City of Arlington, Washington
Supplement 5 Scope of Services – Right of Way, Constructability Review
Introduction
During the term of this Agreement, HDR Engineering, Inc., (CONSULTANT) will
perform professional services for the City of Arlington (CITY) in connection with the
67th Avenue Phase III Reconstruction Project (PROJECT). This Scope of Services will be
used to plan, conduct, and complete the work on the PROJECT as described herein or as
amended by written Agreement between the CONSULTANT and CITY.
This supplement addresses the need for additional right of way services, phasing of
construction plans, a constructability review, and a shift in the project alignment to avoid
property impacts to BNSF.
Task A - Project Management
3. Sub-Consultant Management
It is the responsibility of CONSULTANT to manage the consultant team.
Subconsultants will report directly to CONSULTANT for PROJECT direction
and management. CONSULTANT will:
• Establish, maintain, and administer agreements with subconsultants, and
ensure contractual requirements are met.
• Provide regular direction to CONSULTANT team.
• Conduct internal coordination meetings between PROJECT team
members as appropriate to control the work.
• Monitor the planned versus actual rate of expenditure for each Task and
take corrective actions, if and when necessary.
• Monitor the planned versus actual rate of progress for each Task and take
corrective actions, if and when necessary.
• Inform the PROJECT team of issues to be resolved, the schedule for
resolution, and the potential impacts to the successful completion of the
PROJECT.
• Monitor in-house and subconsultant work for adherence to scope,
schedule, budget, and quality standards.
• Manage integration of the Subconsultant’s work.
• Monitor and confirm that PROJECT work is being performed and
prepared in compliance with the stated PROJECT standards.
• Verify that the documents and electronic files generated for the PROJECT
are being documented and retained in PROJECT files consistent with
CITY and CONSULTANT requirements.
Attachment A, Scope of Services
Supplement 5 Page 2
Task G - Right of Way
This task supplement addresses the increase in the number of parcels requiring a
transaction from 10 to 19.
General Right of Way Assumptions:
• CONSULTANT will follow the Uniform Relocation Act, WSDOT LAG
manual guidelines, all applicable State and local laws and CITY
administrative rules for right of way acquisition and all real estate services
provided for this project.
• CITY will provide pre-approve real estate forms to be used for this project
for CONSULTANT’S use or approve use of standard WSDOT LAG
manual ROW forms.
• CITY agrees to provide CONSULTANT with all available project
information such as but not limited to the CITY’s State approved right of
way procedures, environmental documentation and any pre-approved City
right of way forms.
• There are a maximum of nine (9) additional parcels to be acquired
compared to the original scope for this project for a new total of nineteen
acquisition parcels. The new parcels are three (3) driveway reconstruction
parcels and six (6) Administrative Offer Summary (AOS) parcels.
1. Task Management and Pre-Acquisition Services. The scope for this work element
will remain the same as the original scope except as identified below.
Assumptions:
• Consultant will order and prepare a review memo for a maximum of six
(6) additional title reports with the fees for each report being invoiced to
the City as a direct expense.
• A hard copy and electronic file and diary will be prepared for a maximum
of nine (9) additional parcels.
Deliverables:
• Up to six (6) additional title review memos and title reports (1 hard copy
and 1 electronic PDF copy)
• Up to nine (9) additional hard copy and electronic files and diaries.
2. Project Funding Estimates and Administrative Offer Summaries. The scope for
this work element will remain the same as the original scope except as identified
below.
Assumptions:
• A maximum of six (6) additional PFE worksheets will be prepared.
• A maximum of six (6) additional AOS reports will be prepared.
Deliverables:
Attachment A, Scope of Services
Supplement 5 Page 3
• A maximum of six (6) additional PFE worksheets.
• A maximum of six (6) additional AOS reports.
4. ROW Acquisitions and Negotiations. The scope for this work element will remain
the same as the original scope except as identified below.
Assumptions:
• It is assumed that a maximum of nine (9) additional acquisitions with three
(3) of the acquisitions being driveway reconstruction parcels and six (6) of
the parcels being administrative summary acquisitions will be added to the
current scope.
• The City does not plan to use its condemnation authority and
acknowledges that some acquisitions could become protracted and require
additional hours that are not currently budgeted for in the nineteen (19)
acquisitions scheduled for this project.
• The City and HDR agree to renegotiate the level of effort and budget for
acquisition services should negotiations on any parcel reach impasse or
exceeds ninety (90) days of negotiations calculated from the initial date of
the offer letter.
Deliverables:
• Completed acquisition documents (1 hard copy and 1 electronic PDF
copy) for a maximum of nine (9) additional parcels.
• Review of survey legal descriptions and exhibits for nine (9) additional
parcels.
• Negotiation services for a maximum of nine (9) additional parcels.
• Administrative Settlement Memos (1 hard copy and 1 electronic PDF
copy).
• Completed acquisitions packages (1 hard copy and 1 electronic PDF copy)
for a maximum of nine (9) additional parcels.
• Escrow management for a maximum of six (6) additional parcels.
• Completed files (1 hard copy) for a maximum of nine (9) additional
parcels.
5. Prepare ROW Certification Package The scope for this work element will remain the
same as the original scope except as identified below.
Assumptions:
• A maximum of nine (9) additional acquisition files will be prepared for
certification.
Deliverables:
• A maximum of nine (9) additional Certification files.
Task W - Constructability Review
Attachment A, Scope of Services
Supplement 5 Page 4
The City would like to add a constructability review for the 60% PS&E and the
phased 90% PS&E.
Assumptions:
• Approximately 3/4 of the budgeted time will be spent on the 60% PS&E,
and the remaining 1/4 of the budgeted time will be spent on the phased
90% PS&E.
• CONSULTANT will offer phasing suggestions to break the contract into
two construction phases
1. Trail only
2. All remaining work
Deliverables:
• Constructability comments on the 60% Plans, Contract Specifications, and
Estimate tabulated in the standard comment form used on the PROJECT.
(1 WORD electronic copy and 1 hard copy of redlined plans as necessary)
• Constructability comments on the phased 90% Plans, Contract
Specifications, and Estimate tabulated in the standard comment form used
on the PROJECT. (1 WORD electronic copy and 1 hard copy of redlined
plans as necessary)
Project Estimate Spreadsheet
Project Name City of Arlington 67th Ave. Phase III Reconstruction Supplement 5 Firm:HDR
OH Rate:164.22%
Fee Rate:30.0%
Fee Estimate
Labor Category (Hours)65.97 44.75 32 40.5 60.35 61.71 35.82 67.12 38.47 26.39 26.25 35.25 36.9
Rob Gorman Eric Dawson Brian Gardner Todd Livingston Rob Richardson Jeff Hamlin Jonathan Brown Jim Prossick Teresa Weaver Carleen Bruner Jeff Buchanan Landen Grant
Liya Huang-
Bardley
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SCOPE OF SERVICES
Task A Project Management
3 Sub-Consultant Management 4 4 8
Total Task A hrs 0 4 0 0 0 0 0 0 0 0 0 0 4 8
amount 0.00 179.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 147.60 327
Task G Right of Way
1 Task Management and Pre-Acquisition Services 4 9 12 2 27
2 Project Funding Estimates and Administrative Offer Summaries 3 8 18 29
4 ROW Acquisitions and Negotiations 12 196 208
5 Prepare ROW Certification Package 2 8 20 30
0
Total Task G hrs 0 0 0 0 0 0 0 21 221 50 0 0 2 294
amount 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,409.52 8,501.87 1,319.50 0.00 0.00 73.80 11,305
Task W Constructability Review
1 Constructability Review 2 2 4
Total Task W hrs 0 2 2 0 0 0 0 0 0 0 0 0 0 4
amount 0.00 89.50 64.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 154
Grand Total Project Hrs 0 6 2 0 0 0 0 21 221 50 0 0 6 306
Grand Total Project Amount 0 268.5 64 0 0 0 0 1409.52 8501.87 1319.5 0 0 221.4 11784.79
overhead 18,266.42
Total direct labor 11,784.79
Overhead Rate 164.22%19,352.98 direct exp. 1,132.20
Total Direct labor and overhead 31,137.77 1,100.00
Fee Rate on Direct labor 30%3,535.44 32,283.41
Total HDR 34,673.21
HDR fee 35,773.21
Direct Expenses:profit 3,489.79
Printing cost 250.00 9.76%
Postage 200.00
Mileage 0.51 per mile 450.00
Misc.200.00
Expense Subtotal 1,100.00
Subconsultants
William P Ott Construction Consultants 10,000.00
4% Markup 0.00
Subconsultant Subtotal 10,000.00
Project Grand Total 45,773.21 #REF! #REF! 0.00 total exp
City of Arlington
Council Agenda Bill
AGENDA ITEM:
New Business #3
ATTACHMENT L
COUNCIL MEETING DATE:
April 4, 2011
SUBJECT:
Downtown Arlington Business Association request for
street closure for May Hunt event
DEPARTMENT OF ORIGIN:
Recreation
Contact: Sarah Higgins, 360-403-3448
ATTACHMENTS:
- Special Event Permit application for May Hunt from Debbie Whitis
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW: N/A
DESCRIPTION:
The Downtown Arlington Business Association (DABA) has submitted a request for a street
closure for May Hunt event May 14, 2011. Street closure request is for Olympic Avenue
between 4th and 5th Streets. Debbie Whitis intends on attending the April 4 Council meeting to
comment on behalf of DABA.
HISTORY:
This event has been held on Olympic Avenue in the past, but for the past several years it has
been held in a parking lot.
ALTERNATIVES:
Deny any or all of the request.
RECOMMENDED ACTION:
I move that the Council approve the closure of Olympic Avenue between 4th & 5th Streets for the
May Hunt event on May 14, 2011.
City of Arlington
Council Agenda Bill
AGENDA ITEM:
Information #1
ATTACHMENT M
COUNCIL MEETING DATE:
April 18, 2011
SUBJECT: Interlocal Maintenance
Agreement: with East County Support
Services at Monroe Fire District # 3(ECFSS)
DEPARTMENT OF ORIGIN:
Fire
ATTACHMENTS:
Interlocal Maintenance Agreement with ECFSS –
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: N/A
LEGAL REVIEW:
Interlocal has been reviewed by city attorney with
no comments or concerns.
DESCRIPTION: This agreement is necessary for the fire department to maintain essential
preventative and regular maintenance for all department vehicles. Our vehicles will be serviced
either by a mobile repair technician or if appropriate be provided at the Monroe Fire District
Mechanical shops.
HISTORY: For over ten years the Marysville Fire District provided vehicle maintenance to
much of North Snohomish County Fire Departments, including Arlington Fire. This service as of
January 1, 2011 is no longer available to any agencies. Alternative repair facilities have been
pursued and the Monroe site is currently the only viable option due to costs, equipment and an
actual maintenance site.
COMMITTEE REVIEW AND ACTION: The Public Safety Committee supports this agreement
and recognizes it has the full support of the North County Fire Chiefs.
ALTERNATIVES:
1. Table for additional review
2. Deny request
RECOMMENDED MOTION: This is an information item only. This will come back to the
Council for approval on April 18, 2011.
East County Fire Support Services Division
Associate Interlocal Agreement
Pursuant to the authority granted in RCW 39.34, this agreement is entered into between
East County Support Services Division, referred to as “ECFSS” and “City of
Arlington Fire Department” referred to as the “Subscribing Agency”.
ECFSS has automotive and truck repair facilities and trained personnel to provide
maintenance and repair services for vehicles. ECFSS is sufficiently equipped and
staffed to provide maintenance and repair services to other municipal corporation
vehicles and equipment.
ECFSS is willing to provide such services from time to time on a fee basis established
to provide cost reimbursement to the ECFSS.
ECFSS does not provide such services to private parties on a commercial basis and,
therefore, furnishes such services to other governmental entities as a governmental
service and not as a proprietary function.
The Subscribing Agency does not maintain trained personnel and equipment necessary
to meet its requirements for repair and maintenance services and, therefore, has a need
for such services from outside sources for its apparatus and equipment.
It is the purpose of this agreement to provide the terms and conditions under which
ECFSS will provide apparatus and equipment repair and maintenance services. To
accomplish this purpose it is agreed as follows:
1. Exclusions/Limitations: The ECFSS shall reserve the right to exclude any other
agency from participating in this Interlocal Agreement and/or limit services
provided and establish qualifications or contingencies to the providing of service.
2. Governmental Service: No services as anticipated herein shall be allowed to any
non-municipal agencies. Agencies to become Subscribing Agencies shall be
political sub-divisions of the State of Washington or Federal Agencies. No
private services shall be provided.
3. Termination/Limitation of Services: The ECFSS shall have the right to terminate
the participation of any Subscribing Agencies or limit services after association
has been established.
4. Non-Exclusive: Notwithstanding any express or implied provision of this
Agreement, all Subscribing Agencies reserve the right to provide for services of
the type covered by this Agreement from their own resources or by contract or
otherwise with outside persons or entities. No Subscribing Agency shall be
required to exclusively use the services available under this Agreement.
5. Locations: ECFSS agrees to provide such repair and maintenance services on
vehicles and equipment delivered to the Monroe Fire station by the Subscribing
Agency as may be agreed upon from time to time by the Chiefs of the fire
departments of the parties or their designees. ECFSS further agrees to provide
repair services to vehicles of the Subscribing Agency at other locations if deemed
appropriate and available by the Chief of Support Services. Additional fees may
be charged for remote location services and for transportation of Subscribing
Agencies vehicles.
6. Insurance: The Subscribing Agency shall maintain automobile physical damage
insurance including comprehensive and collision coverage’s on all vehicles
delivered to the ECFSS for service, maintenance or repair. The Subscribing
Agency shall maintain inland marine or similar property insurance covering all
equipment and vehicles not licensed that are delivered to the ECFSS for service,
maintenance and repair.
7. Permission to Perform Duties: The Subscribing Agency authorizes the requested
repair work to be done along with the purchase of necessary parts and material
and agrees that the ECFSS is not responsible for the loss or damage to the
vehicles and or equipment in case of fire, theft or any other cause beyond the
control of the ECFSS or for any delays caused by unavailability of parts or delays
in parts shipments by the supplier or transporter. The Subscribing Agency grants
the ECFSS and its personnel permission to operate the vehicle on streets,
highways or elsewhere for the purpose of testing and inspection.
8. Warranty: ECFSS will repair or replace any new parts or redo any labor, which
fails in normal service due to defects in parts, or labor if notified within 90 days.
This warranty does not cover loss of time, use, inconvenience, normal wear,
abuse, used parts or other matters not specified and there shall be no liability for
consequential, incidental or commercial damages. The ECFSS disclaims any
implied warranty of merchantability and fitness for a particular purpose and
neither assumes nor authorizes any other person to assume for it any liability in
connection with the repair work. No warranty, whether expressed or implied,
extends beyond 90 days.
9. Notice of Termination: Either party giving to the other party 90 days written notice
of termination may terminate this agreement.
Signature Block
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ECFSS Board Chair Date
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Contracting Party Date
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Title