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HomeMy WebLinkAbout08-20-2012_Council Meeting Arlington City Council August 20, 2012 – 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 PROCLAMATIONS 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 August 6 and August 13, 2012 Council Meetings ATTACHMENT A 2. Accounts Payable PUBLIC HEARING NEW BUSINESS 1. Consideration of the 10% Petition for the Graafstra Annexation ATTACHMENT B 2. 67th Ave NE Phase III Project – WSDOT Supplement #4 ATTACHMENT C 3. Snohomish PUD Easement Agreement for 91st Ave NE ATTACHMENT D 4. Airport Blvd Change Order ATTACHMENT E 5. Authorization for the Mayor to sign the FAA grant for the Opal Property and Emergency Standby Generator ATTACHMENT F 6. Approve contract with Seahurst Electric, Inc. for the Airport Standby Generator Project ATTACHMENT G 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 review all attachments, click here. DRAFT Page 1 of 4 Council Chambers 110 East Third August 6, 2012 City Council Members Present by Roll Call: Dick Butner, Randy Tendering, Debora Nelson, Marilyn Oertle, Chris Raezer, Ken Klein, and Steve Baker Council Members Absent: All Council members were present. City Staff Present: Mayor Tolbert, Allen Johnson, Kristin Banfield, Paul Ellis, Jim Chase, Police Chief Nelson Beazley, Fireman Ruffner, Fire Chief Bruce Stedman, Jim Kelly, Rob Putnam, Bill Blake, Maxine Jenft, Jan Bauer, Steve Peiffle – City Attorney Also Known to be Present: Sarah Arney – North County Outlook, Mike Hopson Mayor Tolbert 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. PUBLIC COMMENT Kari Ilonummi, Arlington, 425 344 2544 discussed LIBOR, a bank rate which he sees as a problem. Finance Director Jim Chase answered Mr. Ilonummi stating that the City and the State do not have accounts tied to LIBOR. Quillen Ely, 17628 Hillside Court, Arlington, residing within Glen Eagle is concerned with a business permit granted a nearby neighbor allowing the use a granite stone saw, stating that the noise is unbearable. Paul Ellis addressed the resident concern. Ms. Ely stated that the tenants have ignored the City’s request to keep the door shut while the saw is running which which would eliminate the noise. CONSENT AGENDA Marilyn Oertle moved and Chris Raezer seconded the motion to approve the Consent Agenda which was unanimously carried to approve the following Consent Agenda items: 1. Minutes of the July 16 and July 23, 2012 Council meetings 2. Accounts Payable Electronic Payments and Claims Checks #77243 through #77371 dated July 17, 2012 through August 6, 2012 in the amount of $624,363.96 and Payroll Checks and EFT #27586 through #27603 and Electronic Payments for the period of July 1, 2012 through July 31, 2012 in the amount of $ 1,186,477.07 3. Approval of partial Street Closure request for 43rd Ave. NE on August 18 and 19 for the Smokey Point BBQ Cook-Off & Marketplace Event 4. Approval of June Interfund Loan Minutes of the Arlington City Council Meeting Minutes of the City of Arlington City Council Meeting DRAFT August 6, 2012 Page 2 of 4 PUBLIC HEARING There was no Public Hearing. UNFINISHED BUSINESS There was no Unfinished Business. NEW BUSINESS Acceptance of Gateway Sign Designs Special Projects Manager Paul Ellis spoke to the grant received which would allow the installation of two gateway signs one for highway 9 and the other for the Smokey Point area. Discussion of sign colors occurred, which Sarah Arney from the Arlington Arts Council addressed. Marilyn Oertle moved to accept the design of the two gateway signs. Debora Nelson seconded the motion that passed with a unanimous vote. Interlocal Agreement with Arlington Public Schools for School Resource Officer Police Chief Nelson Beazley reminded all of tomorrow night’s police sponsored National Night Out Against Crime. He then spoke regarding the renewal of the School Resource Officer. A brief discussion followed. Steve Baker moved to approve the Interlocal Agreement with the Arlington School District for the School Resource Officer and authorize the Mayor to sign it. Marilyn Oertle seconded the motion that passed with a unanimous vote. Authorization to Enter into Leases with FCI, Inc. for Two Police Vehicles Chief Beazley noted that this had been discussed previously, and he briefly spoke to the issue. Steve Baker moved to authorize the Mayor to sign the lease agreement with Financial Consultants International, Inc. for two 2012 Chevrolet Tahoe 4WD SSV patrol vehicles. Dick Butner seconded the motion that passed with a unanimous vote. Ordinance Adopting Shoreline Master Plan Natural Resources Manager Bill Blake spoke to the Council regarding the draft Shoreline Master Plan. He also addressed a letter recently received stating that the City has met State concurrence. Marilyn Oertle moved to adopt the proposed Ordinance amending the Arlington Shoreline Master Plan and Appendices as requested by Washington State Department of Ecology. Steve Baker seconded the motion that passed with a unanimous vote. Authorization to Award Bid for Airport Building 44 Roof Improvements Airport Manager Rob Putnam gave a brief history of the building, as it had begun and become larger with add-ons through the years. He asked for approval of the Contract award. Debora Nelson moved to approve the total project amount not to exceed $99,695.49 for the Building 44 Roofing Project to include an initial contract with OK Roofing, Inc. in the amount of $94,948.09. Approval is subject to Airport Commission approval of the contract at their August 14th meeting. Dick Butner seconded the motion that passed with a unanimous vote. Minutes of the City of Arlington City Council Meeting DRAFT August 6, 2012 Page 3 of 4 Authorization to Award Bid for Airport Building 44 HVAC Improvements Mr. Putnam discussed replacement of the roof’s heating unit. Debora Nelson moved to approve the contract with Pacific Air Control, Inc., for the Building 44 HVAC Re-Roof Project in the amount of $48,864.57. Approval is subject to Airport Commission approval of the contract at their August 14th meeting. Randy Tendering seconded the motion that passed with a unanimous vote. Authorization to Award Bid for Airport Building 44 Painting Improvements Mr. Putnam spoke to the building painting request. Debora Nelson moved to approve a contract with AD&D Construction & Coatings, Inc., for the Building 44 Painting Project in the amount of $13,955.10. Approval is subject to Airport Commission approval of the contract at their August 14th meeting. Marilyn Oertle seconded the motion that passed with a unanimous vote. Authorization to Purchase the Opal Property Mr. Putnam noted that the Opal Property is located on the north end in the Airport Protection Zone. He gave a brief background of the sales agreement. Debora Nelson moved to approve the purchase and sale agreement for the Opal property. Marilyn Oertle seconded the motion that passed with a unanimous vote. Award of Magnolia Meadows Paving Project to Fidalgo Paving & Construction Public Works Director Jim Kelly asked that the award be made to the Fidalgo Paving Company. He noted the corrected requested expenditure would be $151,800. Debora Nelson moved to accept the bid received from Fidalgo Paving and Construction, LLC, for installation of the final lift of asphalt paving in the Magnolia Meadows Phase B, and award Fidalgo Paving contract, subject to final review by the City Attorney. Marilyn Oertle seconded the motion that passed with a unanimous vote. Resolution Adopting a Revised Fee Schedule Assistant City Administrator Kristin Banfield identified some of the fees changed in the Schedule. Marilyn Oertle moved to adopt the proposed Resolution replacing Resolution No. 2012-004, and adopting a revised fee schedule. Chris Raezer seconded the motion that passed with a unanimous vote. COUNCIL MEMBER REPORTS – OPTIONAL Randy Tendering and Ken Klein gave brief reports, while Dick Butner, Debora Nelson, Marilyn Oertle, Chris Raezer, and Steve Baker had nothing to report at this time. EXECUTIVE SESSION Mayor Tolbert announced that there would be need f or an Executive Session lasting approximately 30 minutes, to discuss matters of collective bargaining negotiations, grievances, or discussions regarding the interpretation or application of a labor agreement [RCW 42.30.140(4)], with no action taken during or after the meeting, The meeting was adjourned into Executive Session at 7:37 PM. Minutes of the City of Arlington City Council Meeting DRAFT August 6, 2012 Page 4 of 4 The meeting was reconvened at 8:05PM and with no further business to come before the Council, the meeting was immediately adjourned. ____________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 2 Council Chambers 110 East Third Street August 13, 2012 Dick Butner, Randy Tendering, Deborah Nelson, Marilyn Oertle, Chris Raezer, Ken Klein, and Steve Baker, Allen Johnson, Kristin Banfield, Jim Chase, Jim Kelly, Bruce Stedman, Eric Scott, Cristy Brubaker, Kris Wallace, Rory Bolter, Steve Peiffle, and Roxanne Guenzler Council Members Absent: All members were present. Also Known to be Present: Sarah Arney – North County Outlook , Mike Hopkins – Airport Board Mayor Tolbert called the meeting to order at 7:00PM. Marilyn Oertle moved to approve the Agenda, and Chris Raezer seconded the motion, which passed with a unanimous vote approving the Workshop Agenda. WORKSHOP ITEMS ~ NO ACTION WAS TAKEN 67th Ave NE Phase III Project City Engineer, Eric Scott spoke to the Arlington–WSDOT agreement reallocating remaining grant funds from design and right-of-way acquisition to construction. Airport Blvd Change Order Public Works Director, Jim Kelly and City Engineer Eric Scott spoke to Change Order 1 for Airport Blvd, Phase 1 Construction project. The change order addresses unforeseen conditions regarding ground water, deletion of portion of sidewalk, deletion of a water main relocation and replacement of concrete driveway. Mr. Kelly and Mr. Scott answered council questions. Snohomish PUD Easement Agreement for 91st Ave NE Eric Scott addressed the proposed Utility easement agreement granting Snohomish County PUD easement rights to the city’s 520 reservoir property. The purpose of the easement is to relocate power poles located along 91st Avenue due to the construction of the WSDOT roundabout. Utilities Senior Discount Eligibility Requirements Jim Kelly and Jim Chase spoke to the proposed ordinance amending Arlington Municipal Code 13.02.160(b) that will raise the Low Income Senior Citizens maximum income eligibility threshold. Discussion followed; the agenda item will come back to the council at a later workshop. 2012 Goals Update Assistant City Administrator, Kristin Banfield distributed Summary 2012 Goals Report along with a more detailed version. Kristin reviewed the summary and answered council questions. 2012 Grants Update Ms. Banfield gave a brief overview of the Grants that the City has applied for, those awarded and those not funded for the past six months. Miscellaneous Council items Marilyn Oertle distributed a summary of an informational meeting held with other council members and Bruce Stedman regarding Fire Department budget. The focus is on sharing services with other agencies. Minutes of the Arlington City Council Workshop Minutes of the City of Arlington City Council Meeting DRAFT August 13, 2012 Page 2 of 2 Deborah Nelson commented on the National Night Out, stating the need for better marketing as it was not well attended. Mayor Tolbert thanked staff members who assisted in painting the remodeled Cemetery office this past weekend. The meeting was adjourned at 7:56 PM. ____________________________ Barbara Tolbert, Mayor City of Arlington Council Agenda Bill Item: NB #1 Attachment B COUNCIL MEETING DATE: August 20, 2012 SUBJECT: Consideration of the 10% Petition for the Graafstra Annexation ATTACHMENTS: 1. 10% Petition for Notification of Intention to Annex form 2. Tax parcel / vicinity map of proposed annexation 3. Aerial map of proposed annexation DEPARTMENT OF ORIGIN Community Development: Contact Paul Ellis, 360-403-4603 EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: An Intention to Commence Annexation 10% Petition form has been submitted for approximately 201 acres of land in the northeast corner of the City. A majority of the land is owned by the City (150 acres) and this lowland includes the Country Charm Conservation Park. The upland is owned by Hank and Betty Graafstra and contains approximately 16 acres. The remaining 35 acres of land close the gap between City Boundary and the City Urban Growth Area along the Stillaguamish River. The land is within the City Urban Growth Area and the current City limits will abut the property to the south and west. The City’s Comprehensive Plan designates the lowland area as Public / Semi-public, the upland area as High Density Residential and the land and river as High Density Residential and Old Town Business District-3. HISTORY: The City purchased the lowland property in March of 2010 from Hank and Betty Graafstra to develop a park. At that time Mr. Graafstra was working through property tax considerations on the upland property. Once the tax issues were determined, the Graafstra’s elected to pursue annexation of the upland property. The city has completed a Development Agreement with the Graafstras which outlines the timing of annexation along with reclassifying and rezoning the upland property in the Comprehensive Plan and the Land Use Code to Urban Horticulture. This process will be done separately from the annexation. ALTERNATIVES 1. Approve. 2. Geographically modify the proposed annexation. 3. Deny with or without prejudice RECOMMENDED MOTION: I move to schedule a meeting with the initiating parties for the Country Charm / City Annexation at the September 4, 2012 City Council meeting to decide whether to accept the 10% petition for Annexation and if so, on what conditions. City Council Memorandum Date: August 20, 2012 To: Mayor and City Council From: Community and Economic Development Re: Consideration of Notification of Intention to Annex - 10% Petition for Country Charm/Graafstra Annexation (PLN20120007) BACKGROUND The City purchased approximately 150 acres of land from Hank and Betty Graafstra for park purposes in March of 2010. The Graafstras submitted the 10% Petition to Annex Form on January 5, 2012. After County review of the proposed annexation, the area west of the park along the river was added to the annexation. This area includes the river front area leading up to the bridge at Haller Park. The County felt it made sense to clean up all the area between the current city boundary and the Urban Growth Area (UGA) line. Since the UGA line is in the Stillaguamish River, a more complicated legal description and map were prepared. Although this process took a little more time, a more complete annexation will emerge. The annexation area consists of approximately 201 acres located in the northeast corner of the City. The properties are within the City Urban Growth Area (UGA), and the current City limits abut the proposed annexation area on the south and west. The City’s Comprehensive Plan designates the 150 acre parcel the City owns, aka Country Charm Park, as Public/Semi Public. The zoning map pre-zones this area with the same designation. The 16 acres owned by the Graafstras is located upland and south of the park and has a Comprehensive Plan Designation of High Density Residential. This proposed annexation would bring both parcels into the city and pre-zone them Public/Semi Public and High Density Residential. The 35 acres of land and river is classified as High Density Residential and Old Town Business District-3 and will come into the City designated the same. Community Development Planning Division The City intends to develop the park and having the park in the City will provide the City with the decision making ability on the future of the park. The Graafstra property has barns, a single-family house and various agricultural structures including various businesses. Any environmental impacts from future development would be identified and mitigated at the time of application for land use development permits. COMPREHENSIVE PLAN The annexation is consistent with the following Comprehensive Plan Policies: • Growth Policy (PL-4.3) – concentrate new growth within the Urban Growth Area. • Growth Policy (PL-4.7) – encouraging urban development only on land where the City can provide urban services as required by GMA. • Growth Policy (PL-6.2) – providing urban services in a logical manner and within a reasonable period of time. • Growth Policy (PL-6.4) – annexation areas should be pre-designated and pre-zoned so that interested parties know what they will be once annexed. NEXT STEPS If City Council decides to accept the 10% Petition, the applicant may begin to circulate a 60% petition for annexation and submit the signed petition to the City. The City Council will hold a public hearing for the 60% petition, and then tentatively approve at the following meeting. Upon approval, staff will forward the 60% petition and related materials to the County for review. Once County reviews and Boundary Review Board approves, Council may set a date for approval of the annexation. See attached timeline for details. Tentative timeline is as follows: • September 4 10% petition to be considered for acceptance at a City Council public meeting. Upon approval, proponents may begin 60% petition process. • September 17 60% petition public hearing at City Council meeting • October 1 60% petition decision at City Council meeting • Oct-Nov Snohomish County will review annexation materials by end of November • December City Council will approve ordinance adopting the annexation N ALCAZAR AVE E 3RD ST E DIVISION ST E 4TH ST N CLARA ST PARK HILL DR BROADWAY AVE SR 530 E 5TH ST N MACLEOD AVE N OLYMPIC AVE E BURKE AVE N DUNHAM AVE E DIVISION ST E GILM AN AVE E 5TH ST ARLINGTON HEIGHTS RD City Zoning 1 inch = 800 feet Sca le: Date: File: Cartographer:City Li mitsUGAProposed Country CharmCounty Parcels Maps a nd GIS d a ta are d istri buted “A S-IS” with out warra n ties o f a n y kind, eitherexpress o r implied, in cludin g b ut not lim ited to warra ntie s of su itab ility fo r a p a rticu larpurpose o r use. M ap da ta a re com pile d from a variety of so u rces wh ich m a y containerrors a n d u sers who re ly u p on the informa tion do so at their ow n risk. Use rs a g re eto inde m n ify, defe n d , a n d h o ld harmle ss the City of A rlington for a n y and all lia b ilityof a n y nature a risin g o u t of or resu ltin g from the lack o f accu racy or co rrectness o fthe da ta , or the use of the d ata prese nted in the ma p s. CityZoning_CountryCharm.mxd 07/12/2012 lb Proposed C ountry C harm Annexation Legend *Not all private roads shown. RLMD RMD = Moderate Density Residential RHD = High Density Residential OTRD = Old Town Residential OTBD - 1 = Old Town Bussiness District 1 OTBD - 2 = Old Town Bussiness District 2 OTBD - 3 = Old Town Bussiness District 3 P/SP = Public/SemiPublic Pro posed Coun try Cha rmAnnexation N ALCAZAR AVE N FRENCH AVE E DIVISION ST E 4TH ST N CLARA ST PARK HILL DR BROADWAY AVE SR 530 E 5TH ST E 2ND ST E BURKE AVE E DIVISION ST E GILMAN AVE N MACLEOD AVE N OLYMPIC AVE N DUNHAM AVE E 5TH ST ARLINGTON HEIGHTS RDRR/5BAS IC RCF RCF UHORT CITY RIVER ULDR ULDR ULDR Snohomis h CountyFuture Land Use 1 inch = 800 feet Scale: Date: File: Cartographer: City LimitsUGA Public ROWPrivate Roads*StreamsProposed Co untry Charm County P arcels Ma p s and GIS da ta a re d istributed “A S-IS” with out warra n ties of any kin d , e ithe rexpress o r imp lie d , in cludin g bu t not limite d to warran ties of su itability for aparticular pu rpose o r use . M a p d a ta a re co m p iled from a varie ty of source swhich m a y co ntain e rrors an d u sers who rely upon th e inform ation do so a t theirown risk. Users ag ree to in d em nify, defe n d, and hold harmle ss the City o fArlington for a n y and all liability of any n a ture a rising out of or resulting from thelack of accu racy o r corre ctness o f the data , or the use of the d a ta prese n ted in SnoCoLU_CountryCharm.mxd 7/17/2012 lb Prop osed Country Charm An nexation Legend *Not all private r oads shown. Propo sed Co untry CharmAnnexation Riverw ay comme rcial fa rmland Rural res - (1DU/5 acres basic) Urban horticu ltura l Urban lo w den sity res. River N ALCAZAR AVE E 3RD STN FRENCH AVE E DIVISION ST E 4TH ST N CLARA ST PARK HILL DR BROADWAY AVE SR 530 E 5TH ST E 2ND ST E BURKE AVE E DIVISION ST E GILM AN AVE N MACLEOD AVE N OLYMPIC AVE N DUNHAM AVE E 5TH ST ARLINGTON HEIGHTS RD R-9,600 R-5 MC A-10 Snoh omish Co unty Zoning 1 inc h = 8 00 fee t Scale: Date: File: Cartographer: Public ROW Private Roads* Streams City Limits UGA Proposed Country Charm County Parcels Ma p s and GIS da ta a re d istributed “A S-IS” with out warra n ties of any kin d , e ithe rexpress o r imp lie d , in cludin g bu t not limite d to warran ties of su itability for aparticular pu rpose o r use . M a p d a ta a re co m p iled from a varie ty of source swhich m a y co ntain e rrors an d u sers who rely upon th e inform ation do so a t theirown risk. Users ag ree to in d em nify, defe n d, and hold harmle ss the City o fArlington for a n y and all liability of any n a ture a rising out of or resulting from thelack of accu racy o r corre ctness o f the data , or the use of the d a ta prese n ted in SnoCoZon_CountryCharm.mxd 7/13/2012 lb Proposed Country Cha rm Annexation Legend *Not all priva te road s sh own . Pro posed Coun try Cha rmAnnexation Agriculture-10 Acre Mineral Conservation Rural-5 Acre City of Arlington Council Agenda Bill Item: NB #2 Attachment C COUNCIL MEETING DATE: August 20, 2012 SUBJECT: 67th Ave WSDOT Supplement 4 ATTACHMENTS: WSDOT Supplement 4 DEPARTMENT OF ORIGIN Public Works – Eric Scott EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Supplement to Arlington-WSDOT agreement reallocating remaining grant funds from design and right-of-way acquisition to construction. HISTORY: The City received several grants totaling $1,677,716 for design and right-of-way (ROW) acquisition for the 67th Ave Phase III project. At the completion of the design and ROW phase there is $257,702 remaining in grant funds. The City has petitioned PSRC and WSDOT to transfer the funds for use in the Construction phase. The enclosed supplement authorizes the reallocation of those funds. ALTERNATIVES • Remand to staff for further consideration RECOMMENDED MOTION: I move to approve the Local Agency Agreement Supplement 4 with the Washington State Department of Transportation, subject to final review by the City Attorney. Agency Supplement Number City of Arlington 4 Federal Aid Project Number Agreement Number STPUS-2699(001)LA-6591 The Local Agency desires to supplement the agreement entered into and executed on 3/10/2008 All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: Project Description Name 67th Ave NE - Roadway Improvements Length 1.00 Termini 204th Street NE on the South and Lebanon Ave on North Description of Work No Change Reason for Supplement Move unexpeded Design and Right of Way funds to Construction. Does this change require additional Right of Way or Easements? Yes No (1) (2) (3) (4) (5) PREVIOUS AGREEMENT/ SUPPLEMENT SUPPLEMENT ESTIMATED TOTAL PROJECT FUNDS ESTIMATED AGENCY FUNDS ESTIMATED FEDERAL FUNDS P.E.a. Agency: $293,066 -$177,965 $115,101 $15,539 $99,562 86.5_%b. Other __Consultant $1,195,623 $1,195,623 $161,409 $1,034,214 Federal Aid c. Other __ d Other _$5,000 $5,000 $5,000 0.00 e Total PE Cost Est. (a thru e)$1,493,689 ($177,965)$1,315,724 $181,948 $1,133,776 Right of Way f Agency $462,980 -$123,191 $339,789 $53,551 $286,238 84.24__%g Other ___________________ Federal Aid h Other ____________________ Participation i State $5,000 $5,000 $5,000 0.00 Ratio for RW j Total R/W Cost Est. (f thru j)$467,980 ($123,191)$344,789 $58,551 $286,238 Construction k Contract $297,921 $297,921 $40,219 $257,702 l Contract Non-Participation_$7,575,700 $7,575,700 $7,575,700 m Other ___ 86.5__%m Other ___ Federal Aid o Agency Participation p State $5,000 $5,000 $5,000 Ratio for CN q Total Const. Cost Est. (k thru p)$0 $7,878,621 $7,878,621 $7,620,919 $257,702 $1,961,669 $7,577,465 $9,539,134 $7,861,418 $1,677,716 AGENCY OFFICIAL Washington State Department of Transportation By By Title Date Executed Director of Highways and Local Programs Estimate of Funding Type of Work r.Total Project Cost Estimate (e+j+q) Local Agency Agreement Supplement CFDA No. 20.205 The local agency further stipulates that pursuant to said Title 23, regulations and policies and procedures, and as a condition to payment of the Federal funds obligated, it accepts and will comply with the applicable provisions. City of Arlington Council Agenda Bill Item: NB #3 Attachment D COUNCIL MEETING DATE: August 20, 2012 SUBJECT: Snohomish County PUD Utility Easement ATTACHMENTS: Easement Agreement DEPARTMENT OF ORIGIN Public Works – Eric Scott EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Utility easement agreement granting Snohomish County PUD easement rights to the City’s 520 Reservoir property, parcel 31052500101700, for an area approximately 5’x10’ located at the SW corner of the parcel. HISTORY: Snohomish County PUD is relocating their power poles located along 91st Avenue, east of the WSDOT roundabout currently being constructed. The relocation will result in overhead power lines crossing the SW corner of the City’s 520 Reservoir property. The size of the easement is 5’x10’ and is located in the SW corner of the parcel. SnoPUD will compensate the City $500 for the easement. ALTERNATIVES • Remand to staff for further consideration RECOMMENDED MOTION: I move to approve the easement agreement with Snohomish PUD and authorize the Mayor to sign it, subject to final review by the City Attorney. 91st Ave NE 172nd St NE Legend Easem ent Street ROW County Parcels Scal e:Date: File Name: Drawn By: PUD_91stAve t8.5x11_1 2.mxd 7/2/20 12 lb PU D No. 1 of Snohomish CountyElectrical Transmission Easement City of Ar lington 1 inch = 5 0 fee t 5'x10' E lectrica l Tran sm ission Ea seme nt on P arce l # 31 0525 0010 1700 Ma ps and GIS data are distribu te d “AS-IS ” without wa rranties of any kin d, either express or implied,includin g but not limited to warran ties o fsuitability for a partic ular purp ose or use . Ma p data are compiled from a va riety of sources wh ich may co ntain e rrors and us ers w ho re ly u pon the informa tion do so at their o wn risk . Users agree to in demnify, d efend, and h old h armles s th e City of Arlington for any an d all lia bility of a ny nature aris in g out of or res ulting from the lac k of ac curacy or co rrectne ss of the d ata, or th e u se of the d ata pre sen te d in the maps . City of Arlington Council Agenda Bill Item: NB #4 Attachment E COUNCIL MEETING DATE: August 20, 2012 SUBJECT: Change Order #1 to the Airport Boulevard, Phase 1 construction contract. ATTACHMENTS: Airport Boulevard Phase 1 Change Order 1 DEPARTMENT OF ORIGIN Public Works – Jim Kelly EXPENDITURES REQUESTED: $153,481.33 BUDGET CATEGORY: Transportation Improvement fund, Airport CIP, Water CIP and Sewer CIP LEGAL REVIEW: DESCRIPTION: Construction Contract Change Order authorizing additional funds to the contractor for unforeseen conditions and modifications to the design. Unforeseen conditions include a higher than anticipated ground water condition, design changes include deletion of a portion of the sidewalk from the scope of work, deletion of a watermain relocation, and replacement of concrete driveway. Original Contract Price $1,143,953.61 Change Order 1 $ 153,481.33 New Contract Price $1,297,434.94 HISTORY: • The original design documents called for a 5’ sidewalk on both sides of Airport Blvd. Based on subsequent planning meetings with the Airport, it has been decided to eliminate the sidewalk on the west side of the roadway and construct a 12’ wide trail in Phase 2 of the project (2013). • The original design documents called for relocation of an existing 12” water main due to potential conflicts with the proposed roadway improvements, namely the rain gardens. After the watermain was potholed it was determined that it was sufficiently deep to not pose a conflict with proposed roadway improvements. • The driveway apron to an existing business along Airport Blvd needs to be removed and replaced to accommodate grades along the proposed alignment of Airport Blvd and meet ADA guidelines for the adjacent sidewalk. • Groundwater was assessed during design and it was determined that groundwater would be sufficiently deep to not pose an issue for the project. If groundwater was encountered, it was assumed that a trash pump could be placed in the trench to remove incidental water. Unfortunately due to a very wet winter and several large thunderstorms passing through the area prior to construction the groundwater elevation within the project limits rose substantially, thus creating an impact to the project during construction. The situation was further impeded by the unusually high rate at which ground water was seeping into the open trenches, which was faster than can be dealt with by a typical trash pump. It was decided that a full dewatering system needed to be installed immediately to keep the project on schedule and avoid delays. An array of point wells was installed at each sewer service connection and sewer main extension at cross streets. First attempts to install the 2” well points via a least cost jet drill rig met with difficulty, as the subsurface hydraulics prevented the drill from making efficient progress below 10’. An auger drill rig was then brought to the site to complete the drilling operations. Unfortunately, this type of drilling system is more expensive than the jet drill system. It is typical for groundwater elevations to experience seasonal fluctuations. Additionally, the dynamics of how subsurface water flows is very difficult to ascertain as the soil media can vary significantly below grade. Based on the information available during design, the high ground water table and the high flow rate were not anticipated. The proposed adjusted construction contract price of $1,297,434 is nearly equal to the original $1,293,000 Engineer’s Estimate for the project of; overall project costs are within original anticipated levels. ALTERNATIVES • Remand to staff for additional information RECOMMENDED MOTION: I move to approve Airport Blvd Change Order #1 in the amount of $153,481.33 and authorize the mayor to sign Change Order #1, subject to final review by the City Attorney. CITY OF ARLINGTON CONTRACT CHANGE ORDER AGREEMENT DATE:CONTRACTOR: PROJECT:CHANGE ORDER #: SUMMARY OF PROPOSED CHANGES: Roadway Unit Unit Change in #Price Quantity Add Credit 117 Crushed Surfacing Top Course TON $32.25 (198.3) $ (6,395.18) 130 Cement Conc Sidewalk SY $26.00 (1972) $ (51,272.00) 139 Type 1 Concrete Driveway LS $7,795.00 1 $ 7,795.00 $ 7,795.00 $ (57,667.18) Utilities Unit Unit Change in #Price Quantity Add Credit 220 Unforseen Dewatering Force Account EST $205,000.00 1 $ 205,000.00 207 Ductile Iron Pipe for Water Main 12 in Dia LF $71.00 (250) $ (17,750.00) $ 205,000.00 $ (17,750.00) Sales Tax $ 17,630.00 $ (1,526.50) $ 153,481.33 Add Subtotal Reece Trucking 1 The cost shown below shall be full compensation for the items as indicated in summary above and shall be considered full payment for all materials, labor, and equipment for the work. Materials and workmanship shall be in accordance with contract specifications. NET TOTAL August 20, 2012 Airport Blvd Phase 1a Item Cost to Contract Subtotal Description Item Cost to Contract Description 1) Replace existing concrete driveway, per CCD-1 2) Add force account allowance to accomodate additional unforsee work outlined in CCD-2 3) Reduce quantity of sidewalk, per CCD-4 4) Delete watermain relocation from Contract, per CCD-5 The time provided for completion in the contract is unchanged _________, increased ____X_____, decreased__________ by ___15_______ working days. Will this change effect expiration or extent of insurance coverage __________yes ____X______no. If “yes”, will the policies be extended __________yes __________no. PROJECT SUMMARY TO DATE: Original Contract Amount 1,143,953.61$ Previous Change Orders -$ This Change Order 153,481.33$ New Contract Amount 1,297,434.94$ This document shall become an amendment to the contract and all provisions of the contract will apply hereto. _____________________ ______________________________ _________________________ Barbara Tolbert, Mayor Reece Trucking WSDOT _____________________ ______________________________ _________________________ Date Date Date City of Arlington Council Agenda Bill Item: NB #5 Attachment F COUNCIL MEETING DATE: August 20, 2012 SUBJECT: Authorization for the Mayor to sign the FAA grant. ATTACHMENTS: Draft FAA Grant Offer. DEPARTMENT OF ORIGIN Airport EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Staff is requesting the City Council authorize the Mayor to sign the FAA grant offer for the amount of $399,753. The property purchase and emergency generator project cost estimate is $444,170. The grant amount is for 90% of the project costs. The WSDOT Aviation will also contribute $2,888 towards the project. HISTORY: This is the 23rd grant the airport has received from the FAA. The property purchase is the last section identified and needed for the north runway protection area. The emergency generator is sized to handle current and future lighting needs. ALTERNATIVES Approve staff recommendations with modifications. Table Deny RECOMMENDED MOTION: I move to authorize the Mayor to sign the FAA grant offer for the amount of $399,753. Arlington Airport Council Agenda Bill Item: NB #6 Attachment G COUNCIL MEETING DATE: August 20, 2012 SUBJECT: Airport Standby Generator Project ATTACHMENTS: Memo from Dale Carman, Airport Supervisor DEPARTMENT OF ORIGIN Airport EXPENDITURES REQUESTED: $104,500.35 BUDGET CATEGORY: CIP Fund LEGAL REVIEW: DESCRIPTION: The project involves the purchase and installation of an outdoor 100 kW generator and automatic transfer switch to provide back-up power for the airfield lighting in the event of a power failure. The project is being funded 90% by the FAA. Additionally, the airport is receiving a grant of approximately $2,888 from WSDOT for the project. HISTORY: In March 2012 the Airport Commission approved a resolution as part of staff’s application for grant funding from WSDOT for the project. In June 2012 the Airport Commission approved a contract with Gray & Osborne, Inc. in an amount not to exceed $26,188 for design engineering and construction management on the project. At the end of July the airport went out to bid for the project. Seahurst Electric Inc provided the low bid on the project of $104,500.35. The airport has budgeted $66,010 for the generator project. Funds were originally budgeted in the operating budget for the project but staff would like to pay for the project out of the CIP Fund so that we can save funds in the Operating Fund for repairs to the Tri-B site as is necessary. There are adequate funds in the CIP Fund to cover the entire cost of the project until grant funds are received from the FAA and WSDOT, which are received on a reimbursement basis. Because staff wants to fund the project out of the CIP Fund instead of the Operating Fund and because staff will initially have to pay out in excess of what was budgeted for the project, City Council approval of the contract is required in addition to Airport Commission approval. ALTERNATIVES Approve Staff’s Recommendation with Modification Table Staff’s Recommendation Deny Staff’s Recommendation RECOMMENDED MOTION: I move to approve a contract with Seahurst Electric, Inc. for the Airport Standby Generator Project in the amount of $104,500.35. MEMO City of Arlington Airport To: Mayor Tolbert and City Council From: Dale Carman, Airport Supervisor Date: August 10, 2012 Subject: Airport Standby Generator Project ISSUE: This issue involves the approval of a contract for the Airport Standby Generator Project. The project involves the purchase and installation of an outdoor 100 kW generator and automatic transfer switch to provide back-up power for the airfield lighting in the event of a power failure. The project is being funded 90% by the FAA. Additionally, the airport is receiving a grant of approximately $2,888 from WSDOT for the project. BACKGROUND: The airport does not currently have any backup power available to power the airfield lighting in the event of a power failure. To remedy this situation the airport has budgeted for the purchase and installation of a standby generator with an automatic transfer switch. The generator will be installed adjacent to the electrical vault that powers the airfield lighting. Staff’s initial plan was to purchase a used generator from the City of Arlington. The engineer hired to design the project evaluated the cost effectiveness of buying the used generator versus a new generator and determined that the cost to bring the new generator up to standards would exceed the cost of a new generator. Therefore, the project involves purchasing a new 100 kW generator. The new generator is too large to be installed inside the electrical vault and therefore will be installed outside of the electrical vault just south of the building. The generator has been sized for not only the existing airfield lighting systems but for future lighting systems as well, as the airport expands its lighting. DISCUSSION & ANALYSIS: The project is being funded 90% by the FAA and therefore Staff was required to go out to formal bid. The project was put out to bid on July 26th and bids were due by August MEMO City of Arlington Airport 10th. Six bids were received and are shown below. All amounts shown include sales tax. Contractor Name Bid Amount Seahurst Electric, Inc $104,500.35 Gary Harper Construction, Inc $104,690.40 EC Company $108,491.40 Johnson Electric, Inc $120,976.06 Precision Electric Group $123,726.89 * Sales tax included on all bids Seahurst Electric, Inc came in as the low bidder. Staff checked references for Seahurst Electric, Inc. and the references were complimentary of their work. ALTERNATIVES: Approve Staff’s Recommendation with Modifications Table Staff’s Recommendation Deny Staff’s Recommendation RECOMMENDATION: I move to approve a contract with Seahurst Electric, Inc for the Airport Standby Generator Project in the amount of $104,500.35.