HomeMy WebLinkAbout06-11-2012_Council Workshop
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
WORKSHOP ITEMS ~ NO FINAL ACTION WILL BE TAKEN
1. (5 min) Recognition of Appointment to the Civil Service
Commission
ATTACHMENT A
2. (30 min) Presentation Providing an Overview of Salary Surveys ATTACHMENT B
3. (30 min) Presentation on Options for Fire Operations
4. (7 min) Magnolia Meadows Paving Project & Request to Bid ATTACHMENT C
5. (7 min) Burn Road Water Main Lowering Project Request to Bid ATTACHMENT D
6. (7 min) Plat of Eagle Heights ATTACHMENT E
7. (15 min) Ordinance Amending the AMC concerning cannabis
collective gardens
ATTACHMENT F
8. (5 min) Modification to Ordinance Temporarily Suspending
Transportation Impact Fees and Utility Connection Fees
ATTACHMENT G
9. (10 min) Review of City Owned Property ATTACHMENT H
10. (5 min) Update to City Purchasing Policy ATTACHMENT I
11. Miscellaneous Council Items
PUBLIC COMMENT
For members of the public to speak to the Council regarding matters on the Council Workshop agenda.
Please limit your remarks to three minutes.
ADJOURNMENT
To open all attachments, click here
Arlington City Council Workshop
June 11, 2012 – 7 PM
City Council Chambers ~ 110 E. Third
City of Arlington
Council Agenda Bill
Item:
WS #1
Attachment
A
COUNCIL MEETING DATE:
June 11, 2012
SUBJECT:
Recognition of Appointment of Kay Duskin to Civil Service Commission
ATTACHMENTS:
Kay Duskin’s Application for Boards and Commissions
DEPARTMENT OF ORIGIN
Human Resources – Julie Good: 360-403-3439
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
Staff will present the Mayor’s appointment of Kay Duskin to the Civil Service Commission.
HISTORY:
At the end of her term in April, Linda Snider resigned from the Arlington Civil Service
Commission, leaving one vacancy on the three-member panel. The City advertised in the
Arlington Update for applications to fill the vacancy and received three applications: Kay
Duskin, Darrell Wilson and Andy Tift.
The Mayor, after reviewing the applications and the recommendations of the interview panel
(consisting of Councilman Steve Baker, Civil Service Commissioners Steve Peterson and Jim
Rankin, Chief Examiner/ Secretary Julie Good, Police Chief Nelson Beazley, and Fire Chief
Bruce Stedman), has appointed Kay Duskin to the vacant position. Kay’s term will expire June
10, 2018.
Arlington Municipal Code section 2.48.020 provides:
2.48.020 Membership. Such commission shall be composed of three members to be appointed by
the mayor, who shall serve six year terms. Commissioners shall serve without compensation.
Such commissioners shall have the qualifications prescribed by the act referred to in Section
2.48.010.
This is consistent with state law, RCW 41.08.030, which provides in part: “The members of such
commission shall be appointed by the person or group of persons who, acting singly or in
conjunction, as a mayor, city manager, council, common council, commission, or otherwise, is
or are vested by law with power and authority to select, appoint, or employ the chief of a fire
department in any such city, prior to the enactment of this chapter…Confirmation of said
appointment or appointments of commissioners by any legislative body shall not be required.”
ALTERNATIVES
Unlike most appointments, the Civil Service Commission is appointed by the Mayor and no
approval by the Council is required.
RECOMMENDED MOTION:
No action at this time. At the June 18, 2012 meeting Council will be asked to recognize the
appointment of Kay Duskin to the vacant seat on the Civil Service Commission.
City of Arlington
Council Agenda Bill
Item:
WS #2
Attachment
B
COUNCIL MEETING DATE:
June 11, 2012
SUBJECT:
Salary Surveys – How We Do Them and Why We Do Them
ATTACHMENTS:
City of Arlington Salary Survey Information
DEPARTMENT OF ORIGIN
Human Resources – Julie Good: 360-403-3439
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
Staff will explain how and why the City conducts an annual salary survey.
HISTORY:
Each year the City conducts a salary survey of comparable cities to determine how the
City’s salaries compare to same or similar jobs.
ALTERNATIVES
RECOMMENDED MOTION:
No action.
Prepared by Julie Good, Human Resources
City of Arlington Annual Salary Survey
• Surveys are conducted on each job every four years
• There are approximately 90 jobs to be surveyed
• The reason for the survey:
o keep the City’s salary structure up-to-date and competitive
not over-paying or under-paying employees
o internal equity is clarified when external parity is measured
• Cities chosen as comparable cities based on:
o geography (“Cascade curtain”)
o population
o valuation
Population and valuation ranges are 50% - 150% of Arlington population and
valuation.
• Review and compare job descriptions; analyze based on:
o knowledge
o skills
o abilities
o education and experience relevance
o job definitions
o distinguishing characteristics
o supervision received and exercised
o essential job functions
o special requirements (e.g., physical demands, licensing or certification requirements)
• Evaluate present City salary structure as compared to the specific job market for
comparable positions in the public sector.
• Analyze all existing classifications and recommend changes to the current classification
plan.
• Identify potential pay compression issues and provide alternative solutions.
• When this information is used during contract negotiations, the total cost of compensation
(salary and benefits) is considered.
City of Arlington
Council Agenda Bill
Item:
WS #4
Attachment
C
COUNCIL MEETING DATE:
June 11, 2012
SUBJECT:
Magnolia Meadows Final Lift
ATTACHMENTS:
None
DEPARTMENT OF ORIGIN
PW-Transportation (Jim Kelly)
EXPENDITURES REQUESTED: Estimate is $160,000
BUDGET CATEGORY: Transportation Improvement fund
LEGAL REVIEW:
DESCRIPTION:
The Engineering Department is requesting authority to bid a project to install the final
lift in the Magnolia Meadows subdivision.
HISTORY:
John Lahkani was the developer for the Magnolia Meadows subdivision. The recent
economic crisis and housing decline struck before Phase B could be built out. The
development firm went bankrupt and the bank repossessed the property. All of the
infrastructure was installed (water, sewer, storm, electric, sidewalks) except for the final
lift of asphalt when the bank repossessed the property.
A new builder recently purchased the property from the bank, as is, and constructed
houses on all platted properties. Magnolia Meadows Subdivision, Phase B is currently
over 90% occupied. With the builder buying the property as-is, they have no obligation
to install the final lift of asphalt paving. The responsibility to install the final lift will,
unfortunately, fall on the City as the current conditions are dangerous (trip hazards)
and damage will occur to the curb-gutter and first lift of asphalt if the final lift is not
completed.
ALTERNATIVES
Do not pave final lift.
RECOMMENDED MOTION:
No action at this time.
City of Arlington
Council Agenda Bill
Item:
WS #5
Attachment
D
COUNCIL MEETING DATE:
June 11, 2012
SUBJECT:
Burn Road Water Main Lowering Project
ATTACHMENTS:
None
DEPARTMENT OF ORIGIN
PW-Water Utility (Jim Kelly)
EXPENDITURES REQUESTED: Estimate $70,000-$80,000
BUDGET CATEGORY: Water CIP (fund 405)
LEGAL REVIEW:
DESCRIPTION:
The Water Utility is requesting authority to bid a project that will lower a 12-inch water
main that is within a Snohomish County Right-of-Way.
HISTORY:
The City of Arlington Water Utility has a 12-inch water line in Burn Road that lies
within Snohomish County Right-of-Way. Per the Arlington-SnoCo franchise
agreement, the Water Utility must relocate its utilities at its own expense to
accommodate any SnoCo road improvement. SnoCo is planning to increase a 30-inch
circular storm culvert to a 14-foot wide fish passable culvert; this will help alleviate
flooding on Burn Road and promote fish migration.
This is an unexpected project and was not included on the 2012 Water Capital
Improvement budget. SnoCo did inform the City that it was considering this project in
2011 but lacked funding; as such the Water Utility did not plan for this project in 2012.
The City was recently notified that this project was set for construction on August 6,
2012. The Water Utility will contract this work to a Horizontal Directional Driller
(HDD) and have the water main relocated before August 6th.
ALTERNATIVES
None, the City must move this water main.
RECOMMENDED MOTION:
No action at this time.
City of Arlington
Council Agenda Bill
Item:
WS #6
Attachment
E
COUNCIL MEETING DATE:
June 11, 2012
SUBJECT:
Eagle Heights Plat Completion Agreement
ATTACHMENTS:
Plat Completion Agreement
DEPARTMENT OF ORIGIN
Public Works – Eric Scott
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: None
LEGAL REVIEW:
DESCRIPTION:
The Eagle Heights Plat Completion Agreement is between the City and Cornerstone
Development. The agreement provides for Cornerstone to construct the final lift of asphalt
and recoup costs from the surety bond collected by the City from the previous developer’s
surety.
HISTORY:
The Eagle Heights neighborhood is located north of 172nd St NE and west of SR-9. The
development was originally permitted four years ago. The road and utility infrastructure
was constructed, however, due to the downturn in the economy the housing structures
were not constructed and the development has been vacant. Additionally, the final lift of
asphalt was not installed. On March 15, 2012 the development was purchased by
Cornerstone Development and is moving forward with building permits and construction.
On March 13, 2012 the surety bond was collected for installation of the final lift of asphalt,
in the amount of $93,918. Staff has prepared a Plat Completion Agreement between the
City and Cornerstone, for Cornerstone to install the final lift of asphalt. Cornerstone will be
reimbursed by the City for the work up to the amount of the surety bond collected. Any
costs that exceed the surety bond amount will be borne by Cornerstone.
ALTERNATIVES
• Remand to staff for additional information
• Table pending additional discussion
RECOMMENDED MOTION:
No action at this time. At the June 18 Council meeting, staff will recommend the motion, “I
move to accept the Plat Completion Agreement for Eagle Heights between the City and
Cornerstone Development and authorize the Mayor to sign the agreement, subject to
review by the City Attorney.”
City of Arlington
Council Agenda Bill
Item:
WS #7
Attachment
F
COUNCIL MEETING DATE:
June 11, 2012
SUBJECT:
Medical Cannabis Collective Gardens
ATTACHMENTS
Maps of Industrial Zoning
Maps of Potential Buffers
DEPARTMENT OF ORIGIN
Community Development/Police
EXPENDITURES N/A
BUDGET CATEGORY N/A
LEGAL REVIEW:
DESCRIPTION:
Alternatives for regulating medical cannabis collective gardens
HISTORY:
Collective Gardens were authorized by the Legislature in 2011. Council approved a
moratorium on August 15, 2011 and followed-up with a public hearing within 60-days as
required by State Law. On October 3, 2011 Council held the public hearing and adopted
findings of fact in an ordinance to extend the moratorium to a full year. A work program was
established to review proposed regulations between Lake Stevens, Marysville and Arlington to
ensure consistency between the jurisdictions. Lake Stevens developed the draft regulations
found in this report and prepared for public hearings. They changed course and recently
decided to pursue an additional moratorium. Marysville decided to pursue an additional
moratorium as well.
ALTERNATIVES
1. Develop language that would extend the current moratorium beyond August 15, 2012.
2. Do not develop language that would extend the current moratorium beyond August 15,
2012.
3. Continue research and development leading to the proposal of regulations in the Land-
Use Code that would govern medical cannabis collective gardens, prior the moratorium
deadline of August 15, 2012.
RECOMMENDED MOTION:
Work Session Only
CITY COUNCIL WORKSHOP MEMO
To: Arlington City Council
From: David Kuhl, AICP, Community Development Director Todd Hall, Associate Planner
Meeting Date: June 11, 2012
Project: Proposed Amendments to Title 20, Land Use Code – Medical Cannabis Collective Gardens (PLN20120013) The following are City-initiated land use code amendments to Arlington Municipal Code Title 20, Land Use Code, for medical cannabis collective gardens. On August 15, 2011, the City Council imposed a moratorium on the acceptance of certain development applications relating to medical cannabis gardens for a period of up to six months and further conducted a public hearing on the proposed regulations on October 3, 2011 in accordance with RCW 35A.63.220 and RCW 36.70A.390. In addition, at the October 3, 2011 City Council meeting, the Council adopted an ordinance extending the moratorium for one year from August 15, 2011. Staff presented the proposed amendments at the June 5, 2012 Planning Commission meeting and there may be public hearings scheduled in the future to discuss options relating to regulating medical cannabis collective gardens. In addition, the option of extending the moratorium is a possibility. Since the issue of State Law conflicting with Federal Law is a concern, more time might be warranted to see how the Legislature intends to deal with the conflict. In addition, Initiative 502 would legalize marijuana for persons over 21 years of age. This initiative will be voted on in November 2012. Because the landscape is so unsettled, it may be best to extend the moratorium for an additional year. Currently, Mukilteo is the only city in Snohomish County to create land-use regulations for medical cannabis collective gardens. We are working in conjunction with Lake Stevens and Maryville to craft regulations that are consistent between each jurisdiction. This is designed so that there could be an equal balance of collective gardens in the area. We have met with each city including their police, community development and executive departments to discuss the issue.
Community Development
Planning Division
PLN20120013 AMC Title 20, Land Use Code Amendments – Medical Cannabis June 11, 2012 2
Results of Planning Commission Workshop •The Commission asked if there are any criminal issues with the existing facility on Smokey Point Blvd. that was approved under the previous State Law. The Police Department will be consulted for a report. •The Commission discussed the proposal for buffers near youth-oriented facilities, parks, etc. and asked for the rationale behind creating a buffer from these land-uses. •After review of the draft code, the Commissioners felt the business model wouldn’t make sense to have 10 patients at a time. •The Commission asked if the industrial zones appropriate. •They said we should continue to work on proposed regulations during another potential moratorium. •They asked if a presentation could be arranged by the current provider, located on Smokey Point Blvd., to gain a better understanding of how the business model works.
1. Amendments to Chapter 20.08 Definitions
Definitions Amend Chapter 20.08 to add the following new definitions.
Church. Any establishment, the principal purpose of which is religious worship, and for which the principal building or other structure contains the sanctuary or principal place of worship, and which includes related accessory uses.
Collective Garden. See Medical Cannabis Collective Garden.
Marijuana. All parts of the plant cannabis, whether growing or not.
Medical Cannabis Collective Garden. Any place, area or garden where qualifying patients share responsibility and engage in the production, processing, and delivery of cannabis for medical use as set forth in Chapter 69.51A RCW and subject to the limitations therein.
Useable Cannabis. Dried flowers of the Cannabis plant having a tetrahydrocannabinol (THC) concentration greater than three-tenths of one percent per weight or volume. Useable cannabis excludes stems, stalks, leaves, seeds and roots. For purposes of this subsection, “dried” means containing less than fifteen percent moisture content by weight.
Youth-oriented Facility. Facilities owned or operated by non-profit organizations for the purpose of providing recreational and/or educational opportunities for youth, including but not limited to, Boys & Girls Clubs, little league baseball and other youth sports associations.
Staff Comment
PLN20120013 AMC Title 20, Land Use Code Amendments – Medical Cannabis June 11, 2012 3
These new definitions are consistent with legislation proposed by neighboring jurisdictions.
2. Amendments to Chapter 20.40 Permissible Uses
Medical Cannabis Collective Garden Amend Chapter 20.40 Permissible Uses to allow for new Use 14.500 Medical Cannabis Collective Garden as permitted uses in Light Industrial and General Industrial zones, subject to new Footnote 27 which reads: “All Medical Cannabis Gardens shall meet the development standards provided in AMC 20.44 (Supplemental Use Regulations).”
Staff Comment This is consistent with legislation proposed by neighboring jurisdictions.
3. Amendments to Chapter 20.44 Supplemental Use Regulations. Amend Chapter 20.44 to include new section, Part V. Medical Cannabis Collective Gardens.
Part V. Medical Cannabis Collective Gardens 20.44.410 Authority. 20.44.420 Definitions Adopted. 20.44.430 Location and Visibility. 20.44.440 Public Safety and Welfare. 20.44.450 Licenses and Approvals. 20.44.410 Authority. The City of Arlington adopts this chapter pursuant to Chapter 69.51A of the Revised Code of Washington (RCW) Medical Cannabis. This chapter contains the City's procedures and policies, which applicants must use in conjunction with Chapter 69.51A RCW or as amended. All collective gardens shall meet all state requirements, including but not limited to, limitations on number of members, number of plants, amount of usable cannabis on site, and maintenance of each member’s valid documentation of qualifying patient status. 20.44.420 Definitions Adopted. The City hereby adopts those definitions and meanings related to medical cannabis and collective gardens set forth in RCW 69.51A.010, or as amended.
20.44.430 Location and Visibility. (a) No more than one collective garden shall be located on a single parcel. (b) No more than one collective garden shall be located in a single structure. (c) Each collective garden shall have a waiting period of thirty days from the time that any qualifying patient’s or designated provider’s membership ends and a new qualifying patient’s or designated provider’s membership begins.
PLN20120013 AMC Title 20, Land Use Code Amendments – Medical Cannabis June 11, 2012 4
(d) Collective gardens shall be located fully within a legal permanent structure that complies with the City’s adopted building and fire codes regardless of the size or configuration of the structure. (e) No collective garden shall be located in a mobile structure. (f) No collective garden or medical cannabis operation shall be located within 500 feet, measured in a straight line from property boundary to property boundary, of the following facilities or established uses: 1. Another collective garden; 2. Public park (excluding the Centennial Trail); 3. Community center; 4. Elementary or secondary school (public and private); 5. Day care center; and 6. Youth-oriented facility. (g) No collective garden or medical cannabis operation shall be located within 100 feet, measured in a straight line from property boundary to property boundary of a residential or mixed-use zoning district. (h) No production, processing or delivery of cannabis shall be visible to the public from outside of the structure.
20.44.440 Public Safety and Welfare. (a) Collective garden operators and participants shall operate the collective garden in compliance with all adopted public safety and development regulations. (b) Collective garden operators and participants shall handle all fertilizers, chemicals, gases and other hazardous materials in compliance with all applicable local, state and federal regulations. Collective garden operators and participants shall not allow fertilizers, chemicals, gases or hazardous materials to enter a sanitary sewer or stormwater sewer system nor be released into the atmosphere outside of the structure where the garden is located. (c) Collective garden operators and participants shall not allow any odors to migrate beyond the interior portion of the structure where the garden is located. Staff Comment These amendments are consistent with legislation proposed by neighboring jurisdictions. See also attached map for permitted site-specific locations within the GI and LI zones.
4. Amendments to Title 5 – Business Licenses and Regulations Amend Title 5 to include new Chapter 5.50, Medical Cannabis Collective Garden Safety License. 5.50.010 Purpose. 5.50.020 License Required. 5.50.030 Application and Fee. 5.50.040 Renewal. 5.50.050 Revocation.
PLN20120013 AMC Title 20, Land Use Code Amendments – Medical Cannabis June 11, 2012 5
5.50.060 Appeal and Hearing. 5.50.010 Purpose The purpose of the Medical Cannabis Safety License is to ensure the collective garden is: (a) Operated in a manner that protects the public’s safety, health and general welfare; and (b) Located in a structure that can safely accommodate the use and that has adequate mechanical systems and utilities for the use; 5.50.020 License Required (a) The collective garden operator shall obtain a Medical Cannabis Collective Garden Safety License prior to the start of operations of any medical cannabis collective garden. (b) The license must be on display on the premises at all times. 5.50.030 Application and fees (a) The City shall require fees as set forth by resolution for its activities in accordance with provisions of this chapter. The City Council may amend fees at any time by resolution. (b) Issuance of the license shall occur only after an inspection of the site by necessary staff that may include, but not limited to the Planning, Building, Public Works, and Fire and Police departments to verify that the collective garden has met the requirements of the municipal code, building code, fire code, and other applicable regulations. (c) If more than one site inspection is required to obtain approval, the garden operator or project proponent shall pay an additional inspection fee, as established by City Council resolution, before the City issues the license. (d) If all requirements for approval are satisfied, the City shall issue the Medical Cannabis Collective Garden Safety License prior to start of operations. 5.50.040 Renewal (a) The collective garden operator shall renew the Medical Cannabis Safety License annually. License renewal applications shall include the following information: 1. Completed renewal application form; 2. License renewal fee as established by City Council resolution; and 3. Contact person name, address, telephone number; (b) Necessary staff that may include, but not limited to, the Planning, Building, Public Works, and Fire and Police departments will conduct an annual inspection of the facility, before the City approves the renewal, to ensure that the collective garden continues to meet all applicable state and local requirements for a medical cannabis collective gardens. 5.50.050 Revocation If the license holder creates or allows a violation of any Arlington Municipal Code, the applicable department director may immediately suspend said license or permit until the license holder corrects the violation. The City may permanently revoke a license or permit for subsequent or on-going violations, or failure to correct violations.
PLN20120013 AMC Title 20, Land Use Code Amendments – Medical Cannabis June 11, 2012 6
5.50.060 Appeal and Hearing Any person aggrieved by the action of the City in denying, refusing to renew, or revoking any license under this chapter shall have the right to appeal such action following the procedure set forth in AMC 20.20, Appeals, Variances, Interpretations.
Staff Comment These amendments are to establish a licensing process for medical cannabis gardens and are consistent with legislation proposed by neighboring jurisdictions.
!"`$
?Ó
?Ô
C|
SR 530
SR 530
211TH PL NE
186TH ST NE
CEMETERY RD
SR 531
TVEIT RD
188TH ST NE
207TH ST NE
I-5
N OLYMPIC AVE
PIONEER HWY E
E HIGHLAND DR
SR 9
47TH AVE NE
204TH ST NE
67TH AVE NE
SR 531
I-5
MCELROY RD
59TH
AVE
NE
51ST
AVE NE
N WEST AVE
SMOKEY POINT BLVD
SMOKEY POINT BLVD
BURN RD
City of Arlington
Medical Cannabis Overlay1000 foot exclusion area
Maps and GIS data are distributed “AS-IS” withoutwarranties of any kind, either express or implied,including but not limited to warranties of suitability fora particular purpose or use. Map data are compiledfrom a variety of sources which may contain errorsand users who rely upon the information do so at theirown risk. Users agree to indemnify, defend, and holdharmless the City of Arlington for any and all liability ofany nature arising out of or resulting from the lack ofaccuracy or correctness of the data, or the use of thedata presented in the maps.
Legen d
Use Not Allowed (1000' buffer)
Road Types
State Highway
State Route
Arterial
Collect or
´
kdk
MedCa nnabis_100 0buffer_11x17_12.mxd
05/14 /2012
1 in = 2,400 feetScale:
Da te:
File:
Drawn by:
Streams and waterbodies courtes y of Snohomish County Dept of Information Systems, December 2009.
Local roads
Airp o rt
Ra il line
Re st are a
Arlington
Marysville
!"`$
?Ó
?Ô
C|
SR 530
SR 530
211TH PL NE
186TH ST NE
CEMETERY RD
SR 531
TVEIT RD
188TH ST NE
207TH ST NE
I-5
N OLYMPIC AVE
PIONEER HWY E
E HIGHLAND DR
SR 9
47TH AVE NE
204TH ST NE
67TH AVE NE
SR 531
I-5
MCELROY RD
59TH
AVE
NE
51ST
AVE NE
N WEST AVE
SMOKEY POINT BLVD
SMOKEY POINT BLVD
BURN RD
City of Arlington
Medical Cannabis Overlay500 foot exclusion area
Maps and GIS data are distributed “AS-IS” withoutwarranties of any kind, either express or implied,including but not limited to warranties of suitability fora particular purpose or use. Map data are compiledfrom a variety of sources which may contain errorsand users who rely upon the information do so at theirown risk. Users agree to indemnify, defend, and holdharmless the City of Arlington for any and all liability ofany nature arising out of or resulting from the lack ofaccuracy or correctness of the data, or the use of thedata presented in the maps.
Legen d
Use Not Allowed (500' buffer)
Road Types
State Highway
State Route
Arterial
Collect or
´
kdk
MedCanna bis_500buffer_11x17_12.mxd
05/14 /2012
1 in = 2,400 feetScale:
Da te:
File:
Drawn by:
Streams and waterbodies courtes y of Snohomish County Dept of Information Systems, December 2009.
Local roads
Airp o rt
Ra il line
Re st are a
Arlington
Marysville
!"`$
?Ó
?Ô
C|
Proposed allowed m edical cannabi s gardensin G eneral Industr ial zoned areas
Proposed allowed m edical cannabis gardensin General Industrial zoned areas
SR 530
SR 530
211TH PL NE
186TH ST NE
CEMETERY RD
SR 531
TVEIT RD
188TH ST NE
207TH ST NE
I-5
N OLYMPIC AVE
PIONEER HWY E
E HIGHLAND DR
SR 9
47TH AVE NE
204TH ST NE
67TH AVE NE
SR 531
I-5
MCELROY RD
59TH
AVE
NE
51ST
AVE NE
N WEST AVE
SMOKEY POINT BLVD
SMOKEY POINT BLVD
BURN RD
City of Arlington
Medical Cannabis Overlay(General Industrial Zoning)
Maps and GIS data are distributed “AS-IS” withoutwarranties of any kind, either express or implied,including but not limited to warranties of suitability fora particular purpose or use. Map data are compiledfrom a variety of sources which may contain errorsand users who rely upon the information do so at theirown risk. Users agree to indemnify, defend, and holdharmless the City of Arlington for any and all liability ofany nature arising out of or resulting from the lack ofaccuracy or correctness of the data, or the use of thedata presented in the maps.
Legen d
Proposed Allowed Use
Road Types
State Highway
State Route
Arterial
Collect or
´
kdk
MedCanna bis_GI_11x17_12 .mxd
05/14 /2012
1 in = 2,400 feetScale:
Da te:
File:
Drawn by:
Streams and waterbodies courtes y of Snohomish County Dept of Information Systems, December 2009.
Local roads
Airp o rt
Ra il line
Re st are a
Arlington
Marysville
!"`$
?Ó
?Ô
C|
Propo sed allowed m edicalcannabis ga rde ns in General Industria land Light Industrial zo ned area s
Pro posed allowed medicalcannabis gardens in Gener al Industrialand Light Industrial zoned ar eas
Proposed allowed medicalcannabis gardens in Gener al Industrialand Light Industrial zoned ar eas
SR 530
SR 530
211TH PL NE
186TH ST NE
CEMETERY RD
SR 531
TVEIT RD
188TH ST NE
207TH ST NE
I-5
N OLYMPIC AVE
PIONEER HWY E
E HIGHLAND DR
SR 9
47TH AVE NE
204TH ST NE
67TH AVE NE
SR 531
I-5
MCELROY RD
59TH
AVE
NE
51ST
AVE NE
N WEST AVE
SMOKEY POINT BLVD
SMOKEY POINT BLVD
BURN RD
City of Arlington
Medical Cannabis Overlay(General Industrial andLight Industrial Zoning)
Maps and GIS data are distributed “AS-IS” withoutwarranties of any kind, either express or implied,including but not limited to warranties of suitability fora particular purpose or use. Map data are compiledfrom a variety of sources which may contain errorsand users who rely upon the information do so at theirown risk. Users agree to indemnify, defend, and holdharmless the City of Arlington for any and all liability ofany nature arising out of or resulting from the lack ofaccuracy or correctness of the data, or the use of thedata presented in the maps.
Legen d
Proposed Allowed Use
Road Types
State Highway
State Route
Arterial
Collect or
´
kdk
MedCa nnabis_GILI_11x17_12.mxd
05/14 /2012
1 in = 2,400 feetScale:
Da te:
File:
Drawn by:
Streams and waterbodies courtes y of Snohomish County Dept of Information Systems, December 2009.
Local roads
Airp o rt
Ra il line
Re st are a
Arlington
Marysville
City of Arlington
Council Agenda Bill
Item:
WS #8
Attachment
G
COUNCIL MEETING DATE:
June 11, 2012
SUBJECT:
Workshop – Revised Ordinance adopting incentives for Economic Development
ATTACHMENTS
Draft Revised Ordinance
DEPARTMENT OF ORIGIN
Community Development/Executive
EXPENDITURES N/A
BUDGET CATEGORY N/A
LEGAL REVIEW:
DESCRIPTION:
This revised ordinance would include the Neighborhood Commercial Zone (NC) in the
incentive for Economic Development.
HISTORY:
On April 2, 2012 Council adopted Ordinance 2012-0006 which temporarily suspended
transportation impact fees and utility connection charges created when a commercial
building changes use. As staff started working with the new ordinance, we found an
oversight. The Neighborhood Commercial Zone (NC) could benefit from inclusion in
the incentive. The NC zone was left out and we would like to include it in the incentive.
ALTERNATIVES
RECOMMENDED MOTION:
Work Session Only. This ordinance will be scheduled for consideration at the next
regular Council meeting on June 18, 2012.
ORDINANCE NO. 2012-006 1
CITY OF ARLINGTON
ORDINANCE NO. 2012-xxxx
AN ORDINANCE OF THE CITY OF ARLINGTON, WASHINGTON
TEMPORARILY SUSPENDING TRANSPORTATION IMPACT FEES AND UTILITY
HOOKUP CONNECTION FEES RELATING TO CHANGES IN USE, AND CONTAINING A
SUNSET PROVISION FOR THE EFFECTIVE TERM OF THE ORDINANCE
WHEREAS, the City of Arlington, Washington has the authority to enact laws to
promote the health, safety and welfare of its citizens; and
WHEREAS, the City of Arlington wishes to encourage commercial development that is
consistent with the City’s Comprehensive Plan while recognizing the unusual financial climate
that exists currently; and
WHEREAS, the City municipal code contains provisions assessing transportation impact
fees and utility connection fees relating to changes in use which the City Council wishes to
suspend temporarily for a period of time from the adoption of the ordinance until December 31,
2013; and
WHEREAS, the City Council finds that suspension of the usual and customary fees is
desirable for the specific purpose of attracting redevelopment and commercial growth in certain
locations within the City;
NOW, THEREFORE, be it ordained by the City Council of the City of Arlington as
follows:
Section 1. Notwithstanding any other provision of the Arlington Municipal Code, the City
temporarily suspends the imposition of transportation impact fees and utility connection fees
under AMC 20.90.040 and AMC Chapter 13.12, respectively, when the following circumstances
apply:
(a) The assessment of the fee is solely the result of a change to a land use category
that results in a higher fee;
(b) The project will not add, increase or expand the gross floor area of an existing
building, or increase water meter size
(c) The project is only a change in use, renovation or remodeling of an existing
structure or structures;
(d) The project is not a redevelopment project or other project in which existing
structures are replaced or substantially redeveloped by dollar amounts greater than 60%
of the building value;
(e) For utility connection fees only, the property is serviced by City of Arlington
utilities and is located in areas zoned Neighborhood Commercial (NC), General
ORDINANCE NO. 2012-006 2
Commercial (GC), Highway Commercial (HC), or Old Town Business District (CBD);
and
(f) The project is one for which a complete building application is filed with the City
between May July 1, 2012 and December 31, 2013.
Section 2. Severability. Should any section, paragraph, sentence, clause or phrase of this
ordinance, or its application to any person or circumstance, be declared unconstitutional or
otherwise invalid for any reason, or should any portion of this ordinance be preempted by state
or federal law or regulation, such decision or preemption shall not affect the validity of the
remaining portions of this ordinance or its application to other persons or circumstances.
Section 3. Effective Date. The title of this ordinance, which summarizes the contents of this
ordinance, shall be published in the official newspaper of the City. The ordinance shall take
effect and be in full force five (5) days after the date of publication; provided, however, that
unless extended by act of the City Council, this ordinance shall automatically expire on
December 31, 2013.
PASSED BY THE CITY COUNCIL AT A REGULAR MEETING THEREOF ON THE
____ DAY OF _____________, 2012.
CITY OF ARLINGTON
By___________________________________
Barbara Tolbert, Mayor
Attest:
________________________________
Kristin Banfield, City Clerk
Approved as to form:
__________________________________
Steven J. Peiffle, City Attorney
City of Arlington
Council Agenda Bill
Item:
WS #9
Attachment
H
COUNCIL MEETING DATE:
June 11, 2012
SUBJECT:
Review of City Owned Property
ATTACHMENTS:
Inventory Spreadsheet
DEPARTMENT OF ORIGIN
Executive – Contact Paul Ellis
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: None
LEGAL REVIEW:
DESCRIPTION:
Attached is inventory of the city owned property for Council review. The attached
spread sheet is color coded and grouped according to the property’s current use or its
intended function. When available the assessed value of the property is included
according to the 2011 Snohomish County assessment.
HISTORY:
Since its incorporation in 1903, the City has acquired property for various uses.
ALTERNATIVES
RECOMMENDED MOTION:
Discussion Item
City property Inventory
Parcel Number Address
Assessed
Value Current Use
Property Size
(Acreage)Group
31051600400900 19023 47th Avenue NE $12,086,500.00 Old mill site 75.47 Airport
31051500401205 18930 59th Avenue NE $535,000.00 Shop area (lot 88)buildings only Airport
31051500405204 19009 62nd Avenue NE $525,000.00 Airport Industrial buildings only Airport
31051500401203 unknown $321,000.00 Airport Industrial buildings only Airport
31051500202400 5530 Cemetery Rd $1,054,200.00 Runway protection 4.07 Airport
00792500299900 unknown $416,500.00 Airport Industrial (Lots 45/46)2.74 Airport
31051500300100 unknown $26,139,000.00
Airport Ind. (Lots 44, 47-59, 62,
64-65)144.64 Airport
01029500099900 unknown $152,000.00 Airport Industrial (lot 399)unknown Airport
00448200000100 unknown $26,989,100.00 Airport Industrial Lots 23-30B 177.56 Airport
00797100099900 unknown $138,300.00 Airport Industrial Lot 63 0.91 Airport
31052200103100 18513 59th Avenue NE $3,777,600.00 Boys & Girls Club 19.35 Airport
31051500401204 19009 62nd Avenue NE $627,900.00 Airport rental building buildings only Airport
00465500000000 unknown $54,400.00 Old section unknown Cemetery
00378900000000 20310 67th Avenue NE $309,500.00 New secton 20.74 Cemetery
00378000000000 unknown $22,700.00 Robb section unknown Cemetery
00755300000100 unknown $25,000.00 Robb section 2.5 Cemetery
01114300000100 unknown $3,800.00 New section 0.01 Cemetery
00465500000000 unknown $54,400.00 Cemetery 0 Cemetery
31051500103000 unknown $2,400.00 Cemetery 0.24 Cemetery
00379000000000 unknown $22,700.00 Cemetery 0 Cemetery
00455400601900 135 N Washington $100,000.00 Library 0.2 Library
00455400601700 135 N Washington $84,000.00 Library parking 0.22 Library
00455400601400 116 N Washington $126,000.00 Mina property 0.31 Library
00378800800302 107 N Washington $500.00 Martin property 0.03 Library
00455400500500 107 N Washington $84,000.00 Martin property 0.21 Library
00455400601100 717 E First Street $212,900.00 Arnot property 0.31 Library
00455400500100 135 N Washington $872,000.00 Library 0.42 Library
31050100201900 604 E Gilman $1,147,800.00 Country Charm Park 149.75 Parks
31051100100600 105 Lebanon Ave $3,591,900.00 Lebanon Park 4.31 Parks
31050200400600 809 E Fifth Street $249,200.00 Terrace Park 31.66 Parks
31050100202200 Unknown $1,000.00 Rasar Island 1 Parks
00893800002900 7801 Jensen Farm Lane $20,700.00 Jensen Park 4.14 Parks
00875500099900 7801 Jensen Farm Lane $5,300.00 Jensen Park 2.77 Parks
00472500000809 3209 180th Street NE $60,000.00 York Park 0.38 Parks
00472500000808 3209 180th Street NE $60,000.00 York Park 0.38 Parks
00472500000807 3209 180th Street NE $60,000.00 York Park 0.38 Parks
00472500000806 3209 180th Street NE $158,000.00 York Park 0.56 Parks
30151100104600 Unknown $785,800.00 Trail section Legion North 0.087 Parks
00809200099800 Unknown $215,600.00 GleneagleTract E Div 2B Park 0.22 Parks
00832900099600 Unknown $4,000.00 Woodland RidgeTract D Park 1.96 Parks
00809200099800 Unknown $4,000.00 Gleneagle 2B Ph 1 Tract E Park 1.96 Parks
00847300001400 7801 Jensen Farm Lane $6,700.00 Jensen Park 6.67 Parks
00461804400000 1100 West Avenue $140,000.00 Haller Park 1.33 Parks
31051100104600 Unknown $776,700.00 Trail section Legion North 0.87 Parks
00738500201700 Unknown $60,000.00 Storm water 0.18 Storm Utilities
00738500102600 Unknown $60,000.00 Storm water 0.22 Storm Utilities
00738500201800 Unknown $60,000.00 Storm water 0.18 Storm Utilities
00769800001000 Unknown $1,600.00 Creek Jensen BP 0.81 Storm Utilities
00769800001100 Unknown $1,900.00 Creek Jensen BP 0.97 Storm Utilities
00792200002500 Unknown $2,000.00 Creek Jensen BP 0.99 Storm Utilities
00793300002600 Unknown $3,100.00 Creek Jensen BP 1.56 Storm Utilities
00847300001100 Unknown $174,000.00 Storm water 0.27 Storm Utilities
31051500401800 18810 67th Avenue NE $158,600.00 Storm pond 0.56 Storm Utilities
31051500401900 Unknown $93,400.00 Storm pond 0.33 Storm Utilities
01069900099700 Unknown $93,000.00 Storm water 67th / 172nd 0.52 Storm Utilities
31051100303900 Unknown $1,800.00 Stormwater 67th/Highland View 0.21 Storm Utilities
00461804500802 Unknown $60,700.00 Plant 0.21 W/WW Utilities
00461804500801 127 Cox $329,700.00 Plant 0.39 W/WW Utilities
00461804500100 Unknown $229,900.00 Plant 0.41 W/WW Utilities
00461804301100 208 W Cox $8,800.00 Round house 0.65 W/WW Utilities
00461804300600 Unknown $4,000.00 Stormwater wetlands 0.4 W/WW Utilities
00461804002400 Unknown $163,200.00 Plant 0.29 W/WW Utilities
00461804002202 115 Haller $101,100.00 Plant 0.15 W/WW Utilities
00461804001100 124 Cox $141,400.00 Plant 0.25 W/WW Utilities
00461804000800 120 Cox $141,400.00 Plant 0.25 W/WW Utilities
00461802900100 816 West Ave $6,765,400.00 Plant 2.24 W/WW Utilities
31050200300200 Cox Avenue $281,800.00 Stormwater wetlands 21.9 W/WW Utilities
31050200300400 Unknown $1,500.00 Stormwater wetlands 28.4 W/WW Utilities
31052500101700 Unknown $207,400.00 Stormwater 3.37 W/WW Utilities
31052500103000 17003 91st Avenue NE $763,600.00 Water tank 1.84 W/WW Utilities
31050800302200 Unknown $100.00 Pump station 0.02 W/WW Utilities
31051000404600 SR 530 NE $100.00 Pump station 0.04 W/WW Utilities
31051200300400 Unknown $60,000.00 Water tank 0.67 W/WW Utilities
00529900900101 Unknown $336,600.00 Parking Olympic/Division 0.31 Parking
00529900701200 Unknown $165,200.00 Parking 4th/Olympic 0.19 Parking
31051100100900 Unknown $228,100.00 Parking 3rd/West 0.32 Parking
00529900200500 Unknown $202,200.00 Parking Merchant's lot 0.31 Parking
00529900201600 Unknown $180,400.00 Parking Merchant's lot 0.21 Parking
00461801001500 Unknown $46,000.00 Haller area 0.23 Natural Resources
00893900099900 Unknown $1,000.00 Gleneagle area 0 Natural Resources
31051400303300 Unknown $7,200.00 South Jensen Ind. Pk area 7.15 Natural Resources
31051400303200 Unknown $5,300.00 South Jensen Ind. Pk area 5.31 Natural Resources
31051400203400 19701 74th Ave $950,000.00 74th 5 Natural Resources
31051400101700 Unknown $6,800.00 South Jensen Ind. Pk area 6.78 Natural Resources
31050200401200 Unknown $2,000.00 Old Town 0.04 Natural Resources
31052600203400 Unknown $3,000.00 RR 67th/172nd 0.05 Natural Resources
31050100302100 Unknown $1,000.00 Robinhood Drive 0.01 Natural Resources
31051400303400 Unknown $11,600.00 South Jensen Ind. Pk area 11.56 Natural Resources
31051400303500 Unknown $2,400.00 South Jensen Ind. Pk area 2.37 Natural Resources
31051100303900 Unknown $1,800.00 Stormwater 67th/Highlandview 0.21 Natural Resources
31051100103500 238 N Olympic Ave $2,458,000.00 City hall 0.18 Other
00378800501600 137 N MacLeod $397,000.00 Firehouse 46 0.69 Other
00378800501400 115 N MacLeod $191,000.00 Firehouse 46 parking lot 0.21 Other
31052100302800 17329 Smokey Pt. Blvd $393,500.00 Property purchased for 173rd 0.9 Other
00461801701000 SR9/Burke $70,000.00 Vacant lot SR9/Burke 0.11 Other
00793300002500 74th Dr NE $2,000.00 Vacant Lot 74th Ave 0.99 Other
City of Arlington
Council Agenda Bill
Item:
WS #10
Attachment
I
COUNCIL MEETING DATE:
June 11, 2012
SUBJECT:
Update to City Purchasing Policy
ATTACHMENTS:
Draft Updates
DEPARTMENT OF ORIGIN
Executive – Contact Paul Ellis
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: None
LEGAL REVIEW:
DESCRIPTION:
During last year’s audit, the State Auditor recommended some changes in the City’s
adopted Purchasing Policy that would provide additional safeguards for city
purchases. The attached edited version reflects the changes requested by the auditor.
HISTORY:
In October 2010, the City updated its Purchasing Policy to reflect changes in state
requirements and establishing centralized purchasing. The goal of the centralized
purchasing is to save on the cost of purchases and standardize the commonly used
materials that each department needs.
ALTERNATIVES
RECOMMENDED MOTION:
No action is requested at this time. At the June 18, 2012 Council meeting, Council will
be asked to take action on a resolution that will adopt the revised City Purchasing
Policy.
Purchasing Policy 1
10-20-10
Exhibit A
CITY OF ARLINGTON
PURCHASING PROCEDURES
Sections:
I. Purpose.
II. Policy statement.
III. Definitions.
IV. General provisions.
V. Purchase of materials, supplies or equipment.
VI. Public works projects.
VII. Services.
VIII. Interlocal joint purchasing agreements.
IX. Real property acquisition.
I. Purpose.
This policy is intended to direct the purchase of goods and services at a reasonable cost, using an
open, fair, documented and competitive process whenever reasonable and possible. The integrity,
efficiency, and effectiveness of Arlington's procurement functions are critical elements of sound
government.
II. Policy statement.
A. The city desires a fair and open process for procurement of goods and services that is free
from the potential for bias and conflict of interest. In addition, the city desires consistent
and appropriate practices for solicitations and contracting. All procurements of goods and
services shall provide the city with the best quality and best value. All purchases are to be
made within budgetary limitations and for the purpose of the goals and objectives
approved in the city's budget. Any purchase made that is not within budgetary limits and
the City's commitment authority shall be pre-approved through a budget amendment
process. All purchases made by the city shall ultimately be approved by the city council
through the voucher approval process.
B. All City of Arlington departments shall make a good faith effort to purchase goods within
the city when they are available and suitable to city needs at a price that is competitive.
Departments are expected to procure goods and services that are of high quality and that
perform for their intended purpose, and to use good judgment during the procurement
process. Items will be purchased locally if they are less than $2,500 and within 10% of
the lowest price available at the time quotes are received. Items that are valued over
$2,500 will be purchased on a competitive basis.
C. The finance department is charged with developing administrative procedures to
implement this policy. Procedures should ensure the fiscal responsibility of the city in
expending resources for goods and services for city operations. The procurement
procedures of the city shall be based on guidelines provided in the Revised Code of
Washington, by the State Auditor's Office, and by Municipal Research Services Center.
Purchasing Policy 2
10-20-10
D. The purchasing procedures of this policy govern the purchase of supplies, materials and
equipment, nonprofessional and professional services, and public works contracts. These
policies establish a small works roster process to award public works contracts. The small
works roster procedures are established for use by the city, pursuant to RCW 35.23.352,
35A.40.210 and Chapter 39.04 RCW. Leases of equipment or other personal property
shall follow procedures for purchase of goods, with the aggregate of lease payments used
in lieu of purchase price. Purchase or lease of real estate, franchise agreements, and
intergovernmental or interlocal agreements will be entered into in accordance with state
law.
D.E. Each City Department purchases specialty items unique to their function and
items that are purchased Jjust -in -time to make necessary repair or to keep equipment
and amenities in safe a good working order. All department directors will make good
faith effort to utilize a central purchasing for purchases of consumable good and
reoccurring purchases. This will ienable the best value by combining orders and
purchasing in bulk on in larger quantities when possible.
III. Definitions.
A. "Architectural and engineering services" means professional services rendered by any
person, other than a city employee, to perform activities within the scope of the
professional practice of architecture (Chapter 18.08 RCW), professional practice of
engineering and land surveying (Chapter 18.43 RCW), and/or professional practice of
landscape architecture (Chapter 18.96 RCW).
B. “Contract Authorization Summary” outlines the levels at which managers, directors, or
the Mayor may commit the City to a contract. Attached as Exhibit B.
C. "Formal competitive bid" is the process of advertising and receiving sealed written bids
from perspective vendors. The selection of the vendor is primarily based on the lowest
cost from a responsible vendor.
D. "Informal competitive quotes" are price quotes from vendors that are obtained using a
variety of mediums such as phone, fax, e-mail, or writing. Results must be documented.
The selection of the vendor is primarily based on the lowest cost from a responsible
vendor.
E. "Interlocal agreements" are the exercise of governmental powers in a joint or cooperative
undertaking with another public agency.
F. "Life cycle cost" means the total cost of an item to the city over its estimated useful life,
including costs of selection, acquisition, operation, maintenance, and where applicable,
disposal, as far as these costs can reasonably be determined, minus the salvage value at
the end of its estimated useful life.
G. "Nonprofessional services" are services that are purchased by the city for which the
contractor receives specific instructions and guidance from the city and does not meet the
definition of professional services, architectural and engineering services, or public works
projects. Examples include machine repair, debt collection services, temporary service
agencies, credit card services, equipment service agreements, auctioning services,
delivery services, inspections, advertising, etc.
Formatted: Font: (Default) Times New Roman,
12 pt
Formatted: Indent: Left: 0.5", Space After:
10 pt, Line spacing: Multiple 1.15 li, No bullets
or numbering, Adjust space between Latin and
Asian text, Adjust space between Asian text and
numbers
Purchasing Policy 3
10-20-10
H. "On-call contract" means a contract that is awarded with general provisions for the
services to be rendered. As services are to be rendered, specific task orders are initiated
that are to be completed by the contracting firm.
I. “Ordinary maintenance" is work not performed by contract and that is performed on a
regularly scheduled basis (e.g., daily, weekly, seasonally, semiannually, but not less
frequently than once per year), to service, check, or replace items that are not broken; or
work not performed by contract that is not regularly scheduled but is required to maintain
an asset so that repair does not become necessary.
J. “Prevailing Wage” is defined as the hourly wage, usual benefits and overtime, paid in the
largest city in each county, to the majority of workers, laborers, and mechanics. Prevailing wages
are established, by the Department of Labor & Industries, for each trade and occupation
employed in the performance of public work. They are established separately for each county,
and are reflective of local wage conditions.
K. "Professional services" are services provided by consultants that provide highly
specialized, generally one-time expertise to solve a problem or render professional
opinions, judgments or recommendations. The labor and skill involved to perform these
types of services are predominately mental or intellectual, rather than physical or manual.
Examples include graphics design, advertising, analysis, financial expertise, accounting,
artists, attorneys, bond brokers, computer consultants, insurance brokers, economists,
planners, real estate services, etc. This term does not include architectural and
engineering services.
L. “Public work," as defined in RCW 39.04.010, means a complete project, and includes all
work, construction, alteration, repair or improvement other than ordinary maintenance,
executed at the cost of the city or which is by law a lien or charge on any city property.
Public work projects include the related materials, supplies and equipment to complete
the project. For purposes of this policy, the term “public work” may include contracts for
maintenance of city facilities or real property (i.e. janitorial services).
M. "Request for proposals (RFP)" means a process that requests interested firms to submit a
statement of their proposal for completing a project. Proposals are then evaluated based
on the idea, including originality, suitability, practicality, expertise, etc. Proposals may be
selected based on the quality of the proposal, experience, cost, and references.
N. "Request for qualifications (RFQ)" means a process that requests interested consultants to
submit a letter of interest and a statement of their qualifications. Consultants are
evaluated upon their qualifications, expertise, and references. Cost cannot be a
consideration until after a consultant has been selected at which point the price may be
negotiated.
O. "Small works roster" is a roster of qualified contractors maintained for use in a modified
formal bid process. When the contract amount for a public works project is within the
limits set forth by RCW 39.04.155, a city may follow the small works roster process for
construction of a public work or improvement as an alternative to formal competitive bid
requirements.
P. “Small Works Roster Manual for Local Goverments” is a manual prepared by the
Municipal Research & Service Center of Washington (MRSC) that contains state laws
and regulations regarding small works contracting.
IV. General provisions.
Purchasing Policy 4
10-20-10
A. Federal or State Funds. When procurement involves the expenditure of state or
federal funds or grants, purchasing shall be conducted in accordance with any
applicable federal or state laws or regulations. Grant funded projects may have
additional regulations required for expending federal and state funding.
B. Breaking Down or Splitting Purchases. The breaking down, or splitting, of any
purchase or contracts into units of phases for the purpose of avoiding the maximum
dollar amount is prohibited.
C. Emergency Procurements. Notwithstanding any other provisions of this policy, the
mayor or designated agent may make or authorize others to make emergency
procurements of materials, supplies, equipment, or services without complying with
the requirements of this section when there exists a threat to public health, welfare, or
safety or threat to proper performance of essential functions; provided, that such
emergency procurements shall be made with such competition as is practicable under
the circumstances. A written determination of the basis for the emergency and for the
selection of the particular contractor shall be included in the contract file. As soon as
practicable, a record of each emergency procurement shall be made and shall set forth
the contractor's name, the amount and type of the contract, and listing of the item(s)
procured under the contract, which shall be reported to the city council at the next
subsequent meeting. The city must showproduce a negotiated contract for each
emergency purchase within fourteen (14) days of procurement or the work being
preerformed.
D. Amendments and Change Orders.
a. Amendments or change orders to contracts, including interlocal agreements,
which result in the final contract amount in excess of purchase limits identified in
this policy may be administratively approved if the changes are:
i. Within the scope and budget of the project or purchase;
ii. Executed in writing;
iii. The amount in excess of the mayor's purchase limits, shown in Exhibit B,
will not exceed the mayor's authority for non-budgeted capital or
operating expenditures as defined in the Contract Authorization Summary
adopted by City Council or the approved project budget, whichever is
greater.
b. Contract amendments that are strictly a change in contract expiration date may be
administratively approved by the Department Director.
c. The value of all change orders will be aggregated, and when any single
amendment or combination of change orders on the same project or purchase
exceeds the limit under subsection (D)(a)(iii) of this section the change must be
approved by the city council, except:
i. For service contracts to accomplish an ongoing city program rather than a
discrete project, the aggregation of administrative change orders shall be
recalculated after each contract year; and
ii. Where the size of the contract makes it probable that administrative
change order authority will be quickly exhausted, the city council may,
upon recommendation of the mayor, extend the aggregate limits of
subsection (D)(a)(iii) of this section upon award of the particular contract.
Purchasing Policy 5
10-20-10
E. Signature Authority. The Mayor may delegate his/her signature authority to other city
employees (City Administrator, Department Director, Division Manager) as deemed
appropriate.
V. Purchase of materials, supplies or equipment.
A. Purchasing Limitations. Purchase limitations apply to the cost of individual items or
the sum of the same items purchased at the same time to fulfill a specific business
need, which are not part of a public works project as defined by RCW 39.04.010 and
these policies. Cost is inclusive of sales tax, delivery charges and any related
miscellaneous charges. Limits shown and processes identified in the Commitment
Authority shall be followed when authorizing the acquisition of materials, supplies or
equipment.
a. Purchases Less Than $7,500. Purchases of materials, supplies, or equipment,
where the cost is under $7,500, do not require formal competitive quotes or
purchase orders.
B. Exceptions to Purchasing Limitations. The mayor is authorized to allow open market
purchases without obtaining the regularly required competitive quotes or bids under
the following conditions:
a. Surplus or Distress Sale. When it is possible to procure obvious bargains through
the procurement of surplus or distress material, supplies or equipment.
b. Auctions. RCW 39.30.045 authorizes the city to acquire supplies, materials, and
equipment through an auction conducted by the United States or any agency
thereof, an agency of the state of Washington, a municipality or other government
agency, or any private part, without quotations or bids, if the items to be
purchased can be obtained at a competitive price.
c. Items for Quick Delivery. When the obtaining of competitive bids or quotations
will cause delay resulting in an appreciable loss to the city.
d.c. Interlocal Joint Purchasing Agreements. Materials, equipment, supplies and.
services may be purchased under RCW 39.34.080 using joint purchasing
agreements with a city, county, state or other public agency where bid
requirements of this policy have been followed by the cooperating agency in
obtaining bids.
e.d. Sole Source Procurement. A contract for the purchase of materials, supplies, or
equipment may be awarded without complying with the bidding requirements of
this policy when the department director determines in writing, subject to the
approval of the mayor, after conducting a good faith review of available
resources, that there is only one source of the required materials, supplies, or
equipment. The department director or his/her designee shall conduct
negotiations, as appropriate, as to price, terms, and delivery time. To comply with
RCW 39.04.020, a record of sole source procurement shall be recorded with the
County Auditor that lists each contractor's name, the amount and type of each
contract, and a listing of the item(s) procured under each contract.
f.e. No Bids or Quotations Received. When no bids or quotations are received in
response to an invitation to bid or request for quotations, the department director
or his/her designee is authorized to procure the required item through direct
Purchasing Policy 6
10-20-10
negotiations with a vendor or to rebid as the mayor or designee deems
appropriate.
C. Informal Competitive Quotes.
a. A city representative shall make an effort to contact at least three vendors. The
number of vendors contacted may be reduced if the item being sought is only
available from a smaller number of vendors. When fewer than three quotes are
requested or if there are fewer than three replies, an explanation shall be placed in
the procurement file.
b. Whenever possible, quotes will be solicited on a lump sum or fixed unit price
basis.
c. At the time quotes are solicited, the city representative shall not inform a vendor
of any other vendor's quote.
d. A written record shall be made by the city representative of each vendor's quote
on the materials, supplies, or equipment, and of any conditions imposed on the
quote by such vendor.
e. All of the quotes shall be collected and presented at the same time to the
appropriate designee as appropriate for consideration, determination of the lowest
responsible vendor and award of purchase.
f. Whenever there is a reason to believe that the lowest acceptable quote is not the
best price obtainable, all quotes may be rejected and the city may obtain new
quotes or enter into direct negotiations to achieve the best possible price. In this
case, the department shall document, in writing, the basis upon which the
determination was made for the award.
g. All purchases of over $2,500 will have a completed and approved Capital Outlay
Form submitted to the finance department prior to the purchase of materials,
supplies, or equipment is executed.
D. Formal Competitive Bid – Materials, Supplies, or Equipment over $7,500
a. General. Unless otherwise specifically approved by the city council, all contracts
relating to the purchase of materials, equipment, or supplies shall be in
accordance with the Commitment Authority.
b. Invitation for Bids. An invitation for bids shall be issued which shall include the
specifications and the contractual terms and conditions applicable to the
procurement.
c. Public Notice. Public notice of the invitation for bids shall be published at least
once in a newspaper of general circulation within the city, not less than 13
calendar days prior to the date set forth therein for the opening of bids, unless for
good cause shown, the city council authorizes a different period of time. The
public notice shall state the date and time of bid opening. Bids not received by the
date and time stated for bid opening will not be accepted or considered.
d. Bid Opening. Bids shall be opened publicly and recorded at the time and place
designated in the invitation for bids.
e. Withdrawal of Bids - Cancellation of Awards. Bids may be modified or the bid
may be withdrawn by written notice received in the office designated in the
invitation for bids prior to the time set for opening. After bid opening, withdrawal
of bids shall be permitted only to the extent that the bidder can show by clear and
convincing evidence presented in a sworn affidavit or declaration submitted no
Purchasing Policy 7
10-20-10
later than 5:00 p.m. on the first business day after bid opening, that a clerical
mistake was made and not a mistake in judgment, and the bid price actually
intended. All decisions to permit the withdrawal of bids after bid opening, or to
cancel awards or contracts based on bid mistakes, shall be made by the mayor
after consulting with legal counsel.
f. Award. The City Council shall award purchases for amounts greater than or equal
to the limits as identified in the Commitment Authority. The award of bid shall be
made to the lowest responsible bidder whose bid meets the specifications and
evaluation criteria set forth in the invitation for bids. The city may reject all bids
at its discretion.
g. All purchases of over $2,500 will have a completed and approved Capital Outlay
Form submitted to the finance department prior to the purchase of materials,
supplies, or equipment.
E. Lowest Responsible Vendor. The following factors, in addition to price, may be taken
into account by the city in determining the lowest responsible vendor; these criteria
shall also apply in selecting products or services either offered with, or associated
indirectly with, City programs or facilities:
a. Any preferences provided by law to local products and vendors;
b. The ability, capacity, and skill of the vendor to perform the contract;
c. The character, integrity, reputation, judgment, experience, and efficiency of the
vendor;
d. Whether the vendor can perform the contract within the time specified;
e. The quality of performance of previous contracts or services;
f. The previous and existing compliance by the vendor with laws relating to the
contract;
g. Such other information as may be secured having a bearing on the decision to
award the contract.
F. Life Cycle Costing. In considering the purchase of materials, equipment, supplies,
whenever there is a reason to believe that applying the "life cycle costing" method of
quote evaluation would result in the lowest total cost to the city, first consideration
shall be given to purchases with the lowest life cycle cost which complies with the
specifications.
G. Recycled Products. The city shall also seek to maximize purchase of products using
recycled materials and products suitable for recycling, unless the purchase will result
in an unreasonable increase in price or degradation of quality or performance over
comparable products.
VI. Public works projects.
A. Purchasing Procedures. Procedures for any public work or improvement shall be
governed by RCW 35.23.352. At such time as the City’s population exceeds twenty
thousand, purchases shall be governed by RCW 35.22.620.(RCW 35A.40.210) Cost
for a public works project includes all amounts paid for materials, supplies,
equipment, and labor on the construction of that project which is inclusive of sales
tax, unless exempted by law.
Purchasing Policy 8
10-20-10
B. Purchasing Limitations. The mayor may authorize the purchase and execution of
public works projects equal to or less than the dollar threshold for small works
projects as provided under RCW 39.04.155 as amended.
C. Competitive Bids. "Craft" or "trade" means a recognized construction trade or
occupation for which minimum wage categories are established by the Department of
Labor and Industries of the State of Washington in the locality of the city's projects or
purchases.
a. Projects for single craft or multiple crafts with a reasonably anticipated price
equal to or less than the dollar thresholds as provided under RCW 35.23.352, as
amended, do not require the use of competitive quotes or bids.. All purchases
require an executed contract.
b. Projects for single craft or multiple crafts with a reasonably anticipated price
higher than the dollar thresholds as provided under RCW 35.23.352, as amended,
up to the limits set forth by RCW 39.04.155 as amended shall either use the small
works roster or a formal competitive bid procurement process. All purchases
require an executed contract.
c. Projects with a cost in excess of the maximum dollar threshold as provided in
RCW 35.23.352, as amended, require a formal competitive bid process. The city
council shall authorize these purchases and provide authority for the mayor to
execute the related contract. All purchases require an executed contract.
D. Small Works Roster. There is established for the city of Arlington a small works
roster contract award process for accomplishment of public works projects with an
estimated value threshold as provided under RCW 39.04.155, as amended. The city
may create a single small works roster, or may create small works rosters for different
categories of anticipated work.
a. Roster List. The Public Works department shall establish the small works roster
or rosters which shall consist of all responsible contractors who have requested to
be on the list, and where required by law, are properly licensed or registered to
perform such work in the state of Washington.
b. Publication. At least once a year, the city shall publish in a newspaper of general
circulation within the city the notice of the existence of the roster or rosters and
solicit the names of contractors for such roster or rosters. Responsible contractors
shall be added to an appropriate roster or rosters at any time that they submit a
written request and necessary records. The city may require master contracts to be
signed that become effective when a specific award is made using a small works
roster. An interlocal contract or agreement between the city of Arlington and
other local governments establishing a small works roster or rosters to be used by
the parties to the agreement or contract must clearly identify the lead entity that is
responsible for implementing the small works roster provisions.
c. Prequalification and Appeal. Any contractor whose request to be on the list has
been denied may appeal, within 10 days after the denial by the Public Works
department to the mayor, and the mayor will make a decision within 30 days of
the notice of appeal. Any contractor whose appeal to be on the list has been
denied by the mayor may appeal, within 10 days after the denial by the mayor, to
the city council, and the city council shall hold a hearing on the issue and make a
decision within 45 days of the notice of appeal. A denial that is not appealed or
Purchasing Policy 9
10-20-10
that is appealed and results in a final decision against the contractor prevents the
contractor from applying to be on the list for a period of one year from the initial
application.
d. Process. Whenever work that has received city council approval in the current
budget, or otherwise been approved by the city council, is sought to be
accomplished using a small works roster, a city representative shall obtain
telephone, written or electronic quotations from contractors on the appropriate
small works roster to assure that a competitive price is established and to award
contracts to the lowest responsible bidder as follows:
i. A contract awarded from a small works roster need not be advertised.
Invitations for quotations shall include an estimate of the scope and nature
of the work to be performed as well as materials and equipment to be
furnished. However, detailed plans and specifications need not be included
in the invitation. This paragraph does not eliminate other requirements for
architectural or engineering approvals as to quality and compliance with
building codes.
ii. Quotations may be invited from all appropriate contractors on the
appropriate small works roster. As an alternative, quotations may be
invited from at least five contractors on the appropriate small works roster
who have indicated the capability of performing the kind of work being
contracted, in a manner that will equitably distribute the opportunity
among the contractors on the appropriate roster. If the estimated cost of
the work is $200,000 or more but less than or equal to the dollar threshold
for small works projects as provided under RCW 39.04.155, as amended,
the city may choose to solicit bids from less than all the appropriate
contractors on the appropriate small works roster but must also notify the
remaining contractors on the appropriate small works roster that
quotations on the work are being sought. The city has the sole option of
determining whether this notice to the remaining contractors is made by:
1. Publishing notice in a legal newspaper in general circulation in the
area where the work is to be done;
2. Mailing a notice to these contractors; or
3. Sending a notice to these contractors by facsimile or other
electronic means.
iii. For purposes of this policy, "equitably distribute" means that the city may
not favor certain contractors on the appropriate small works roster over
other contractors on the appropriate small works roster who perform
similar services. At the time bids are solicited, the city representative shall
not inform a contractor of the terms or amount of any other contractor's
bid for the same project.
iv. A written record shall be made by the project manager of each contractor's
bid on the project and of any conditions imposed on the bid. Immediately
after an award is made, the bid quotations obtained shall be recorded, open
to public inspection, and available by telephone inquiry.
v. At least once every year a list of the contracts awarded under this process
are to be furnished to the city council and made available to the general
Purchasing Policy 10
10-20-10
public. The list shall contain the name of the contractor or vendor awarded
the contract, the amount of the contract, a brief description of the type of
work performed or items purchased under the contract, and the date it was
awarded. The list shall also state the location where the bid quotations for
these contracts are available for public inspection.
E. Determining Lowest Responsible Bidder. Where bidders have not been prequalified,
the city shall award the contract for the public works project to the lowest responsible
bidder; provided, all bids may be rejected and the city may call for new bids.
F. Cancellation of Invitations for Quotations or Bids. An invitation for quotations or
bids may be canceled at the discretion of the department director. The reasons shall
be made part of the contract file. Each invitation for quotations or bids issued by the
city shall state that the invitation may be canceled. Notice of cancellation shall be sent
to all parties that have been provided with a copy of the invitation. The notice shall
identify the invitation for quotations or bids and state briefly the reasons for
cancellation.
G. Limited Public Works Process. The city may use the limited public works process to
award public works projects as provided under RCW 39.04.155, as amended.
H. Formal Competitive Bid. For public works not using a small works roster, the formal
competitive bid process, as defined by RCW, shall be used.
I. Bid Deposit, Performance Bond and Noncollusion Affdavit for Public Works
Improvement Projects. Whenever competitive quotes or bids are required, a bidder
may be required make a deposit in the form of a certified check or bid bond in an
amount equal to not less than five percent of the total bid, which percentage shall be
specified in the call for bids. As part of any bid submitted, the bidder shall be required
to warrant that the bid is a genuine bid, and that he/she has not entered into collusion
with any other bidder or any other person. All public works contractors shall furnish a
performance bond in an amount equal to the total amount of the contract and an
executed and notarized noncollusion affdavit on a form approved by the city attorney.
In lieu of a performance bond on contracts of $35,000 or less, per RCW 39.08.010, a
contractor may choose to have 50 percent of the contract retained for a period of 30
days after the date of final acceptance.
VII. Contracts and Agreements for Services.
A. Purchasing Limitations. Purchase limitations apply to the cost related to the
acquisition of services to fill a specific business need. Cost is inclusive of any
required sales tax and related expenses.
i. All initial agreements with governmental agencies require council approval;
annual renewal or extension of existing contracts and agreements require the
mayor's approval.
ii. Contracts and Agreements under $20,000 can be executed by department
directors or designee; and contracts/agreements above $20,000 can be
executed by the Mayor or designee.
B. On-Call Service Contracts. On-call service contracts will be procured with the
processes identified in subsection C below. Individual task orders of on-call service
contracts shall not exceed $50,000.
C. Process.
Purchasing Policy 11
10-20-10
i. Architectural, Landscape Architectural, and Engineering Services Contracts.
Procedures set forth in Chapter 39.80 RCW shall be followed for contracts for
architectural and engineering services, as defined in RCW 39.80.020.
1. Roster. Annually the city will publish in advance the anticipated city's
requirements for architectural, landscape architectural, and engineering
services and its acceptance of statements of qualifications for
contractors interested in providing these services.
2. Contracts Less Than $100,000. Contracts that have an estimated cost
of less than $100,000 can be procured using an informal request for
qualification process. This process requires the city representative to
develop a written scope of the project and any criteria used to select
the service provider and then select a qualified contractor from the
city's architectural, landscape architectural, and engineering service
roster. If the city representative does not choose to use the appropriate
roster, then a formal request for qualification process must be
followed.
3. Contracts Greater Than $100,000. Contracts that have an estimated
cost in excess of $100,000 must use a formal request for qualification
(RFQ) process. The development of an RFQ along with the proper
public notification shall be made in accordance with procedures
adopted by the finance department in the best interest of the city;
provided, however, that the mayor may in the following circumstances
waive the RFQ process for contracts greater than $100,000, and allow
the acquisition of services from the city's architectural, landscape
architectural and engineering services roster:
a. It is deemed in the best interest of the city to expedite the
acquisition of services; or
b. It can be demonstrated that there are sufficient consultants on
the roster that possess the required qualifications to perform the
scope of work; or
c. A consultant on the city's roster has previously provided
satisfactory service to the city, has previously provided
services related to the specific project, and has the
qualifications to perform the scope of work.
4. Contract Required. A contract is required to purchase architectural,
landscape architectural, and engineering services.
ii. Professional and Nonprofessional Services (Services which are not
Architectural, Landscape Architectural, and Engineering Services).
1. Contracts Less Than $100,000. Contracts that have an estimated cost
of less than $100,000 can be procured using an informal request for
proposal process. This process requires the city representative to
develop a written scope of the project and any criteria used to select
the service provider. The city representative will use this information
when selecting the contractor to provide the services. Multiple
proposals are optional and at the discretion of the department director.
Purchasing Policy 12
10-20-10
If multiple proposals are used to make a selection, a standard process
must be used for obtaining all proposals.
2. Contracts in Excess of $100,000. Contracts that have an estimated cost
in excess of $100,000 shall be procured using a formal request for
proposal (RFP) process. The development of an RFP along with the
proper public notification shall be made in accordance with procedures
adopted by the finance department in the best interest of the city.
3. Contract Required. A contract is required to purchase professional and
nonprofessional services.
D. Sole Source Procurement. A contract for the provision of services may be awarded
without complying with the bidding requirements of this policy when the department
director determines in writing, subject to the approval of the mayor, after conducting
a good faith review of available resources, that there is only one source of the
required materials, supplies, or equipment. The department director or his/her
designee shall conduct negotiations, as appropriate, as to price, terms, and delivery
time. To comply with RCW 39.04.020, a record of sole source procurement shall be
recorded with the County Auditor that lists each contractor's name, the amount and
type of each contract, and a listing of the item(s) procured under each contract.
VIII. Interlocal joint purchasing agreements.
A. Cooperative Purchasing. The city may enter into interlocal governmental cooperative
purchasing arrangements with other public agencies similarly authorized under RCW
39.34.030 when the best interests of the city of Arlington would be served thereby.
Any cooperative purchasing agreement shall set forth fully the purposes, powers,
rights, objectives and responsibilities of the contracting parties and shall be governed
by the requirements of state law in regard to competitive bidding, when applicable.
The competitive bid process of the original jurisdiction shall substitute for
Arlington's. All interlocal joint purchasing agreements shall be presented to the city
council for prior approval.
IX. Real property acquisition.
A. Real Property - Mayor's Acquisition Authority. The mayor or designee is authorized,
in the following instances, to accept by gift or acquire dedications, easements, rights-
of-way, fee estates or other interests in real property for use by or on behalf of the city
or any department of the city:
i. Minor Acquisitions. Any such acquisition where the estimated value is less
than $10,000.
ii. All other real property acquisitions will be submitted to the council for
approval.
B. Real Property Mayor's Leasing Authority.
i. The mayor or designee is authorized to execute leases of real property on
behalf of the city where the term of the lease does not exceed one year and the
consideration does not exceed $10,000 per year as budgeted by the council.
ii. A lease that exceeds the limits stated in subsection (B)(i) of this section, shall
be submitted to the council for approval.