HomeMy WebLinkAbout11-06-23 Council Meeting
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 711 (TDD only) prior to the meeting date if special accommodations are required.
CALL TO ORDER
Mayor Barb Tolbert
PLEDGE OF ALLEGIANCE
ROLL CALL
Mayor Barb Tolbert – Wendy
APPROVAL OF THE AGENDA
Mayor Pro Tem Jan Schuette
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
SWEARING IN
Officer Abi Black
Lieutenant Peter Barrett / City Attorney Steve Peiffle
PROCLAMATION
PUBLIC COMMENT
For members of the public who wish to speak to the Council about any matter not on the Public Hearing
portion of the meeting. Please limit remarks to three minutes.
CONSENT AGENDA
Mayor Pro Tem Jan Schuette
1. Minutes of the October 16 and October 23, 2023 Council meetings ATTACHMENT A
2. Accounts Payable ATTACHMENT B
3. Amendment to Contract with Airside Solutions ATTACHMENT C
4. Contract with Process Solutions ATTACHMENT D
5. Contract Amendment No. 1 with SCJ for the 211th Place Design ATTACHMENT E
PUBLIC HEARING
NEW BUSINESS
1. 2024 Lodging Tax Distribution ATTACHMENT F
Staff Presentation: Kristin Garcia
Council Liaison: Mayor Pro Tem Jan Schuette
Arlington City Council Meeting
Monday, November 6, 2023 at 6:00 pm
City Council Chambers – 110 E 3rd Street
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 711 (TDD only) prior to the meeting date if special accommodations are required.
2. Appointments to Planning Commission ATTACHMENT G
Staff Presentation: Marc Hayes
Council Liaison: Michele Blythe
3. Dedication of Real Property for Public Right of Way for ATTACHMENT H
63rd Ave. NE and 188th St. NE
Staff Presentation: Marc Hayes
Council Liaison: Heather Logan
4. Request to Transfer American Rescue Plan Act (ARPA) Funds ATTACHMENT I
Staff Presentation: Marc Hayes
Council Liaison: Marilyn Oertle
5. Amendment No. 3 for Haller Wellfield Improvement Project ATTACHMENT J
Staff Presentation: Jim Kelly
Council Liaison: Debora Nelson
COMMENTS FROM COUNCILMEMBERS
INFORMATION/ADMINISTRATOR & STAFF REPORTS
MAYOR’S REPORT
EXECUTIVE SESSION
RECONVENE
ADJOURNMENT
Mayor Pro Tem Jan Schuette / Mayor Barb Tolbert
DRAFT
Page 1 of 3
Council Chambers 110 East 3rd Street Monday, October 16, 2023
Councilmembers Present: Don Vanney, Debora Nelson, Marilyn Oertle, Jan Schuette, Michele Blythe, and Yvonne Gallardo-Van Ornam.
Council Members Absent: Heather Logan, excused.
Staff Present: Mayor Barb Tolbert, Paul Ellis, Sarah Lopez, Kristin Garcia, City Attorney Steve Peiffle, Tony Orr, and Wendy Van Der Meersche.
Also Known to be Present: Kathy Vanney, Nathan Senff, Ken Dilbeck, Kristian-Michale Sherburne, Sera Sabol, Kimberly Leach, Kathleen Azpiri, and Elinor Richardson and family. Mayor Barb Tolbert called the meeting to order at 6:00 p.m., and the Pledge of Allegiance and roll call followed.
APPROVAL OF THE AGENDA Mayor Pro Tem Jan Schuette moved to approve the agenda as presented. Councilmember Marilyn Oertle seconded the motion, which passed with a unanimous vote.
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS None.
PROCLAMATIONS
PUBLIC COMMENT None.
CONSENT AGENDA Mayor Pro Tem Jan Schuette moved, and Councilmember Marilyn Oertle seconded the motion to approve the Consent Agenda that was unanimously carried: 1. Minutes of the September 19 Financial and Federal Audit Exit Conference, October 2 and October 9 Council meetings, October 6 Council retreat, and October 9, 2023 Joint meeting 2. Accounts Payable: Approval of EFT Payments and Claims Checks: #109084 through #109174 dated September 19, 2023 through October 2, 2023 for a total of $584,253.67; Approval of Payroll EFT Payments and Checks #30308 through #30313 dated September 1, 2023 through September 30, 2023 in the amount of $1,400,838.01.
Minutes of the Arlington
City Council Meeting
Minutes of the City of Arlington City Council Meeting October 16, 2023
Page 2 of 3
PUBLIC HEARING None.
NEW BUSINESS
Grant Agreement with Department of Commerce for Commercial Kitchen Design City Administrator Paul Ellis requested Council authorize the Mayor to sign a grant agreement for funding from Department of Commerce for $563,579. Funds awarded under this grant shall be used by the City of Arlington for design only of a commercial kitchen facility at proposed location, in the Northeast corner of 51st Avenue and 172nd Street, on the Arlington Airport, near the proposed food truck court. Discussion followed with Mr. Ellis answering Council questions. Mayor Pro Tem Jan Schuette moved, and Councilmember Yvonne Gallardo-Van Ornam seconded the motion to authorize the Mayor to sign the grant agreement with the Department of Commerce. With a roll call vote, Councilmembers Vanney, Nelson, Oertle, Schuette, and Blythe voted no, with Councilmember Gallardo-Van Ornam voting yes. The motion failed 1 to 5.
Youth Council Appointments Community Engagement Director Sarah Lopez requested Council consent to the appointments of Kristian-Michale Sherburne and Elinor Richardson, and reappointments of Sera Sabol, Kimberly Leach, Brooklyn Helle, Kathleen Azpiri, and Reese Baggen, to the youth council for October 2023 to June 2023. Those present introduced themselves to Council. Councilmember Yvonne Gallardo-Van Ornam moved, and Councilmember Don Vanney seconded the motion to consent to the appointments and re-appointments of the 2023-2024 youth council members, as proposed. The motion passed unanimously.
Amendment of Ordinance No. 2016-005 Finance Director Kristin Garcia requested Council approve updates to Ordinance No. 2016-005. Staff is recommending updates to the biennial budget ordinance to align with current practices. Changes meet state law requirements and have been reviewed by legal counsel. The changes consist of stating that the preliminary budget will be delivered to the mayor and city administrator on the first business day of October instead of September 15. The second change is adding an RCW reference regarding the preliminary budget and budget message. The final change is changing the date from when the proposed budget modifications are presented to council from November 1 to November 30. Mayor Pro Tem Jan Schuette moved, and Councilmember Don Vanney seconded the motion to approve Ordinance No. 2023-014 Amending Ordinance 2016-005 Establishing a Biennial Budget and authorized the Mayor to sign it. The motion passed unanimously.
Minutes of the City of Arlington City Council Meeting October 16, 2023
Page 3 of 3
COMMENTS FROM COUNCILMEMBERS Councilmember Yvonne Gallardo-Van Ornam praised the police department and spoke highly of her involvement in the Citizens Academy.
ADMINISTRATOR & STAFF REPORTS None.
MAYOR’S REPORT Mayor Tolbert welcomed youth councilmembers and is looking forward to the upcoming year. She stated she had the privilege of being a guest speaker at all five government classes last Friday.
EXECUTIVE SESSION None.
ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 6:22 p.m. _________________________________________ Barbara Tolbert, Mayor
DRAFT
Page 1 of 3
Council Chambers 110 East 3rd Street Monday, October 23, 2023
Councilmembers Present: Don Vanney, Heather Logan, Debora Nelson, Jan Schuette, Michele Blythe, Yvonne Gallardo-Van Ornam, and Marilyn Oertle, who joined with Zoom.
Council Members Absent: None.
Staff Present: Mayor Barb Tolbert, Paul Ellis, Kristin Garcia, Sheri Amundson, Jim Kelly, Kris Wallace, Marc Hayes, Marty Wray, Jonathan Ventura, Tony Orr, City Attorney Steve Peiffle, and Wendy Van Der Meersche.
Also Known to be Present: Kathy Vanney, Bob Nelson, Ken Dilbeck, and Greg Miller.
Mayor Barb Tolbert called the meeting to order at 6:00 pm, and the Pledge of Allegiance and roll call followed.
APPROVAL OF THE AGENDA Mayor Pro Tem Jan Schuette moved to approve the agenda as presented. Councilmember Marilyn Oertle seconded the motion, which passed with a unanimous vote.
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS None.
WORKSHOP ITEMS – NO ACTION WAS TAKEN
2024 Proposed Tax Levy Scenarios Finance Director Kristin Garcia reviewed proposed tax levy scenarios for 2024. Staff has prepared additional 2024 tax levy scenarios based on feedback from the budget retreat held on October 6. The scenarios were based on the following priorities: hiring additional police and maintenance staff, issuing debt to complete the maintenance & operation facility, taking banked capacity only as needed or over a period of time and maintaining the two-month reserve while minimizing excess fund balance. Four scenarios are presented; status quo – taking the 1% plus new construction, taking 90% of the banked capacity, taking 25% of the banked capacity and taking 20% of the banked capacity. The potential impact to taxpayers is nearly 0% under the status quo scenario, an estimated 4.5% increase under scenario 1, 1.2% increase under scenario 2 and less than 1% under scenario 3. Discussion followed with Ms. Garcia answering Council questions. After discussion, Ms. Garcia will prepare a resolution with Scenario #1.
City Council Workshop
Minutes of the City of Arlington City Council Workshop October 23, 2023
Page 2 of 3
Amendment to Contract with Airside Solutions, Inc. Airport Operations Manager Marty Wray reviewed an amendment to the contract with Air Side Solutions, Inc. Airport Staff went before City Council in September for approval of a sole source professional services agreement with Airside Solutions, Inc. to provide airport construction, procurement of materials, inventory of parts, and to train city staff in airfield lighting safety in the amount not to exceed $8,000 annually. The contract not to exceed amount must include not only these services, but also the cost of materials. This contract will be for an “as used” basis. It is not anticipated that this contract will exceed more than $50,000 annually. Discussion followed with Mr. Wray answering Council questions.
Contract with Process Solutions Public Works Director Jim Kelly reviewed staff’s request to enter into a professional services contract with Process Solutions for engineering services to upgrade the System Platform Supervisory Control and Data Acquisition (SCADA) system. The Water Treatment Plant and Water Reclamation Facility both use Wonderware SCADA program to control and operate the facilities’ processes. The SCADA system includes programming and system monitoring to control the many integrated functions at each facility. The Wonderware program was replaced in 2019 with System Platform and it is now no longer supported by the program provider. The System Platform program will provide greater system reliability and IT security. The City has been working with Process Solutions for SCADA support for the past three years. Process Solutions is on the MRSC Consultant Roster, is a very good firm and they understand the City’s current SCADA system and what is needed to update and improve the existing system. Staff is recommending the City enter into a professional services agreement with Process Solutions. Discussion followed with Mr. Kelly answering Council questions.
Contract with SCJ for 211th Design Public Works Director Jim Kelly reviewed staff’s request to amend the existing contract with SCJ Alliance for design of the 211th Place Corridor Restoration project. The City of Arlington contracted with SCJ Alliance in April 2023 for design of the 211th Place Corridor. This is a grant funded project that will be upgrading 211th Place between 67th Avenue and SR 530. This amendment includes improvements to the 211th Water Main, additional geotechnical work, and preparation of an Archeological Discovery Plan needed for archeological items found at the project site. Discussion followed with Mr. Kelly answering Council questions.
September Financial Report Finance Director Kristin Garcia reviewed the September 2023 financial report. Discussion followed with Ms. Garcia answering Council questions.
Minutes of the City of Arlington City Council Workshop October 23, 2023
Page 3 of 3
Request to Transfer American Rescue Plan Act (ARPA) Funds Community and Economic Development Director Marc Hayes reviewed staff’s request to transfer ARPA funds from the Food Truck Court project to the Smokey Point Community Park project. Discussion followed with Mr. Hayes answering Council questions.
ADMINISTRATOR AND STAFF REPORTS None.
MAYOR’S REPORT Snohomish County has partnered with the City to build pickleball courts at Haller Middle School. Association of Washington Cities will be focusing on public safety sales tax on their legislative agenda.
COMMENTS FROM COUNCILMEMBERS Councilmember Heather Logan thanked IT Specialist Tony Orr for assisting with her laptop so quickly.
Councilmember Yvonne Gallardo-Van Ornam thanked Finance Director Kristin Garcia for assisting her with information regarding the tax levy.
COUNCILMEMBER REPORTS Councilmembers had nothing to report this evening.
PUBLIC COMMENT None.
REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING Councilmembers discussed and agreed to put items 2, 3, and 4 on the consent agenda for the November 6 Council meeting.
EXECUTIVE SESSION
ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:20 p.m. _________________________________________ Barbara Tolbert, Mayor
City of Arlington Council Agenda Bill CA #2 Attachment November 6, 2023 Accounts Payable Claims Approval
Claims Approval
Finance; Kristin Garcia, Director 360-403-3431 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: N/A BUDGETED AMOUNT: LEGAL REVIEW: DESCRIPTION:
ALTERNATIVES:
City of Arlington
Claims Approval for November 6th, 2023
Claims Certification:
We, the undersigned City Council of the City of Arlington, Washington do hereby certify that
the merchandise or services hereinafter specified have been received and that:
Approval of Petty Cash Check #2028; EFT Payments and Claims Checks: #109175 through
#109299 dated October 3rd, 2023 through October 16th, 2023 for a total of $891,626.61
City of Arlington Council Agenda Bill Item: CA #3 Attachment C COUNCIL MEETING DATE: November 6, 2023 SUBJECT: Amendment No. 1 to Contract with Airside Solutions, Inc.
Contract Amendment, Professional Services Agreement, Airport Director Memo, Resolution, ADB Memo, and ADB Sales Map
Airport; Marty Wray, Operations Manager EXPENDITURES REQUESTED: Anticipated not to exceed $50,000 annually Professional Services BUDGETED AMOUNT: $50,000 annually LEGAL REVIEW: DESCRIPTION: Airport Staff went before the City Council in September to approve a sole source professional services agreement with Airside Solutions, Inc. to provide airport construction, procurement of materials, inventory of parts, and to train city staff in airfield lighting safety in the amount not to exceed $8,000 annually. The contract not to exceed amount must include not only these services, but also the cost of materials. Therefore, we are requesting that the City Council allow an amendment to the contract to not exceed $50,000 annually. The City Council may recall that Airside Solutions, Inc. is an airfield lighting supplier, contractor, and is the only supplier in Washington State. They are the only company that can provide all of these services. Although there are other suppliers for this equipment in the country, they do not offer the training services as Airside Solutions, Inc. offers (refer to memo for a detailed list of companies). This contract will be for an “as used” basis. We do not anticipate that this contract will exceed more than $50,000 annually.
Staff have used Airside Solutions, Inc. in the past for purchasing of materials, consulting services, and personnel training. The Arlington Municipal Airport currently has a sole source professional services agreement with Airside Solutions, Inc. The City Council previously approved sole source professional services agreements with Airside ALTERNATIVES:
I move to approve the Amendment to Airside Solutions, Inc. contract and authorize the Mayor to sign the amendment.
CONTRACT AMENDMENT
Service Provider:
Name, Title Signature
City of Arlington:
Name, Title Signature
Contract Name
Project No
This amendment extends all of the terms of the existing Agreement, including the existing
Scope of Work, with the exception of the new additional amendments:
IN WITNESS WHEREOF the parties hereto have caused this Agreement to be executed
on ________________.
Arlington Municipal Airport
----------------------------------------------------------------------------
18204 59th Avenue Arlington, WA 98223
TO: Arlington City Council
FROM: David Ryan
DATE: September 5, 2023
SUBJECT: Sole Source Procurement of Airport Lighting and Equipment Services and
Training
Airport staff is requesting the Arlington City Council approve a contract between Airside
Solutions, Inc. (an airfield lighting supplier and contractor) and the Arlington Municipal
Airport.
Airfield lighting and signage is a very specialized field and although there are several
companies that sell various brands of lighting and signs, only Airfield Solutions carries
the ADB (formerly Siemens) brand that our airport uses. They are also the only supplier
in Washington State that I have been able to locate. There are few suppliers for this
equipment throughout the US, but most of these only sell the parts and equipment and do
not provide either construction, testing or training services, as does Airfield Solutions,
Inc.
Below are the only companies I was able to find in the US using a Google search:
1.) Airport Lighting Company, New York State. No training services available
2.) Flightlite, Sacramento, CA. No training services available
3.) Airport Lighting.Com. Online sales only. No training or testing services.
4.) Airport Suppliers, United Kingdom. No training or testing services.
5.) Airport Lighting Equipment, Idaho. No training or testing services.
The contract we wish to enter into provides not only inventory control of spare parts and
equipment, it provides testing services of the various airfield lighting electrical circuits,
and training services to airport and M&O staff members (something no other supplier
provides.) They are also the only company based in Washington State. This contract will
be for an “as used” basis only. We do not anticipate that the consulting services and
training costs will exceed more than $8,000 annually.
ADB SAFEGATE | 977 Gahanna Parkway | Columbus, Ohio 43230 - USA | T: +1 614 861 1304 | F: +1 614 864 2069
www.adbsafegate.com
8/22/2023
Arlington Municipal Airport
Attn: Dave Ryan
18204 59th Drive NE
Arlington, WA 98223
Subject: Sole Source
Dave,
Airside Solutions in Washington State is the exclusive distributor of ADB Safegate products in the State of
Washington. If you have any questions regarding his please feel free to reach out to me at the below.
Regards,
Jim Taylor
Director of Sales, Airfield Ground Lighting
P# 614 257 2608
Jim.Taylor@ADBSAFEGATE.com
QC
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ON
MBSKABBC
NUNTYT
PE
VA
NC
SCGA
FL
AL
KY
PA
MI
WI
AK
ME
NH
MARICTNJDEMD
V T
DC
HI
AK
NY
OHIN
TNAR
LA MS
IL
IA
MO
MN
KS
NE
SD
ND
TX
OKNM
CO
WY
MT
AZ
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ID
NV
CA
OR
WA
WV
Sales Map: North America
www.adbsafegate.comAirfield and Gate Solutions Technical Service: 1-800-545-4157, Press 3
Airfield SolutionsEastern U.S.Airfield SolutionsWestern U.S.
Sales Manager, Nor theast Sales Manager, Central
Chuck BertkeRegional Sales Director, Eastern U.Schuck.bertke@adbsafegate.comTel: +1 614-307-2572
Mike BushSenior Bid Managermike.bush@adbsafegate.comTel: +1 614-573-8212
Brenda LongwellSenior Bid Managerbrenda.longwell@adbsafegate.comTel: +1 614-573-8255
Jim TaylorRegional Sales Director, Western U.S.jim.taylor@adbsafegate.comTel: +1 614-573-8288Mobile: +1 614-357-2608
Bram ZeierBid Managerbram.zeier@adbsafegate.comTel: +1 614-573-8256
Jason WatsonBid Managerjason.watson@adbsafegate.comTel: +1 614-573-8214
Chuck BertkeRegional Sales Director, Eastern U.Schuck.bertke@adbsafegate.comTel: +1 614-307-2572
Jim TaylorRegional Sales Director, Western Regionjim.taylor@adbsafegate.comTel: +1 614-573-8288Mobile: +1 614-357-2608
Sales Manager, Great Lakes Sales Manager, Southwest/Oceania
Galen DixonSales Managergalen.dixon@adbsafegate.comTel: +1 614-552-2694
Tim WinkelmanSales Managertim.winkelman@adbsafegate.comTel: +1 614-573-8283
Sales Team, Southeast Sales Team, Northwest
Allen Enterprises, Inc.5659 Commerce Drive, Suite 100Orlando, FL 32839Tel: +1 407-857-6778Tel: +1 800-662-2177Fax: +1 407-857-7993
Sales TeamPerry SuganumaSales Managerperry@airportlights.com
Bob WelterSenior Bid Managerbob@airportlights.com
Keith MeeseAftermarket Sales & Support:keith@airportlights.com
Airside Solutions, Inc.2222 West Valley Hwy North, Suite 140Auburn, WA 98001Tel: +1 253-833-6434Tel: +1 800-275-6649
Sales TeamRick LaffertyRegion Managerrlafferty@airsidesolutionsinc.com
Jake NelsonOutside Salesjnelson@airsidesolutionsinc.com
Mike StevensBid Managermstevens@airsidesolutionsinc.com
Randy AshbyCustomer Service Managerrashby@airsidesolutionsinc.com
Jared RiceCustomer Servicejrice@airsidesolutionsinc.com
Gordon WinburnTechnical Sales & Support Managergwinburn@airsidesolutionsinc.com
Aaron GoodrichTechnical Sales & Serviceagoodrich@airsidesolutionsinc.com
Airfield SolutionsCanada
ADB SAFEGATE Canada, Inc.3375 North Service Road, Unit C5Burlington, Ontario, L7N 3G2CanadaTel: +1 905-631-1597Fax: +1 905-631-5387
Russell MuellerNational Sales Managerrussell.mueller@adbsafegate.comTel: +1 905-631-1597 x3808
Devan LongSenior Bid Managerdevan.long@adbsafegate.comTel: +1 905-631-1597 x3804
Christopher HuynhBid Managerchristopher.huynh@adbsafegate.comTel: +1 905-631-1597 x3816
Emilie BanyogContract Administrator:emilie.banyog@adbsafegate.comTel: +1 614-573-8230
Gate SolutionsCanada and U.S.
Doug WoehlerDirector of Sales, USA and Canada doug.woehler@adbsafegate.comTel: +1 732-991-2837
AftermarketSales & Service
Sales Support TeamKathy Seabloom, ManagerWilson DegeoChristina CooperJohn SmithHannah Uttsalessupport@adbsafegate.comTel: +1 800-545-4157, Press 4Tel: +1 614-861-1304 (US)Tel: +1 905-631-1597 (Canada)
City of Arlington Council Agenda Bill Item: CA #4 Attachment DCOUNCIL MEETING DATE: November 6, 2023 SUBJECT: Process Solutions Contract for upgrade of existing Wastewater and Water treatment plant Supervisory
Process Solutions System Platform Proposal System Platform Upgrade Summary
Public Works; Jim Kelly, Director EXPENDITURES REQUESTED: Not to exceed $210,000 BUDGET CATEGORY: Water /Sewer Capital Funds BUDGETED AMOUNT: $630,000 (2023) and $520,000 (2024) LEGAL REVIEW: DESCRIPTION: Request to enter into a professional service contract with Process Solutions for engineering services to upgrade the System Platform SCADA system.
The Water Treatment Plant and Water Reclamation Facility both use Wonderware SCADA program to control and operate the facilities’ processes. The SCADA system includes programming and system monitoring to control the many integrated functions at each facility. The Wonderware program was replaced in 2019 with System Platform and it is now no longer supported by the program provider. The System Platform program will provide greater system reliability and IT security. The City has been working with Process Solutions for SCADA support for the past three years. Process Solutions is on the MRSC Consultant Roster, is a very good firm and they understand the city’s current SCADA system and what is needed to update and improve the existing system. Staff is recommending the City to enter into a professional service agreement with Process Solutions. ALTERNATIVES: Remand to staff for additional information.
I move to authorize City staff to prepare a professional services agreement for the SCADA System Platform upgrade with Process Solutions, and authorize the Mayor to sign it, subject to final review by the City Attorney.
Process Solutions, Inc.
7112 265th St NW, Stanwood, WA 98292 | Phone 360-403-7037 | Fax 360-435-2866
www.processsolutions.com
PREPARED FOR
James Kelly, P.E.
City of Arlington
PREPARED BY
Chris Degutis, P.E.
Senior Sales Engineer
Process Solutions, Inc.
7112 265th St NW
Stanwood, WA 98292
PROPOSAL DATE
10/16/2023
PROJECT NUMBER
Q691210
Process Solutions, Inc.
7112 265th St NW, Stanwood, WA 98292 | Phone 360-403-7037 | Fax 360-435-2866
www.processsolutions.com
Subject: Quote – System Platform
Process Solutions, Inc. is pleased to present the following T&M quote to the City of Arlington for the
implementation of System Platform.
SYSTEM PLATFORM OVERVIEW
The System Platform SCADA (Supervisory Control and Data Acquisition) upgrade replaces the City’s
existing controls with a centralized computer-based system. The System Platform SCADA
implementation is comprised of a number of Windows based servers, Aveva SCADA software, and the
existing PLC’s/Controllers that run the equipment in at the Water Reclamation Facility (WRF), Drinking
Water Plant (WTP), and remote sites (lift station and reservoirs).
System Platform allows for greatly improved IT security, control redundancy, lower maintenance over
time, and historical redundancy. The systems also natively connect to Alarm Notification software that is
used to call, email, or text users 24 hours per day in the event of an alarm or system failure. Compared
to the Cities’ exiting SCADA software architecture, System Platform is the updated method for SCADA
implementation, it will be upgradable much farther into the future and be supported for longer.
ANTICIPATED SCOPE:
1. The upgrade will start with converting the existing computer network to a “Domain” based Windows
network. This allows for more secure connections between computer systems and enhanced IT
security. This conversion will allow all users to have their own unique credentials for accessing the
SCADA system, and will reduce the time required for the Cities’ IT staff to maintain the network.
Converting to a “Domain” network requires the addition of a “Domain Controller” to the network (This
will be done with the help of the Cities’ IT staff).
2. Once added to the network, each new and/or existing PC/Server on the network will be “joined” to the
domain, allowing for the enhancements associated with being part of a Domain network.
3. The next step will be to replace the existing user interfaces, historical data collection, and data
logging that is currently in place at the WTP and WRF. This process will involve installing updated
Aveva Software on new and/or existing servers, and programming new centralized user interfaces
(SCADA Screens) for each portion of the plant based on the users required functions.
4. The existing SCADA system will be used as a starting point for the programming effort, but feedback
from the City and its primary users will be instrumental in designing the new interfaces to make them
as useful and intuitive as possible.
5. Reprogramming will be a stepwise process, programming one system at a time, and can be
completed while the existing SCADA system remains online. Examples of systems in the plant the will
be programmed include, but are not limited to: aeration basins, digester sludge system, headworks,
UV treatment system, blowers, EQ Basin, and Reclaimed Water system. Each piece of the new
system will be tested and approved by users as it is developed.
6. Upon completion of testing the new system, the old system will be taken offline. Taking it offline will
consist of shutting down and/or repurposing old PC’s/Servers. The PLC’s/Controllers in the system
will remain unchanged, but the new SCADA system will directly interact with these controllers to
perform pertinent SCADA functions.
NOTE - The current PLC system in the WTP is not capable to support System Platform so the scope of
work at this time only includes the WRF. WTP may be added at a later time after the City updates WTP
Hardware.
Process Solutions, Inc.
7112 265th St NW, Stanwood, WA 98292 | Phone 360-403-7037 | Fax 360-435-2866
www.processsolutions.com
PROJECTED SCHEDULE
This is a multi-month effort with that is anticipated to require up to 1,200 engineering hours to implement
and test. Depending on scheduling this could take 4-8 months to complete. As this project is quoted as
T&M only actual hours will be invoiced. Work will be scheduled upon request and receipt of PO.
Pricing:
Item Description Hourly Rate
Controls Engineer $175.00
Shop Technician $135.00
Assumptions/Clarifications/Limitations:
- Provided rates are straight-time. Multipliers for overtime and holiday rates applied as applicable.
- Support offered on an hourly basis.
- Onsite support has a minimum charge of 8 hours for each visit. Remote support has a minimum
charge of 2.5 hour.
Proposed Terms:
1. Monthly invoice, Net 30.
2. Published rates are valid until revised by PSI though issuance of an updated quote.
Thank you for the opportunity.
Sincerely,
Chris Degutis, P.E.
Senior Sales Engineer
Process Solutions, Inc.
Process Solutions, Inc.
7112 265th St NW, Stanwood, WA 98292 | Phone 360-403-7037 | Fax 360-435-2866
www.processsolutions.com
About Process Solutions, Inc.
Located near Seattle, Washington, Process Solutions has over 35 years of experience providing
control system solutions to end-users, OEMs, and government entities across industries and
applications. With facilities totaling over 53,000 sq. ft., over 100 engineers and technicians on
staff, and an output of 3,000+ control panels per year, Process Solutions is the Northwest
largest control systems integrator. Process Solutions’ control systems services include:
UL Control Panel Design and Fabrication • PLC & HMI Programming • SCADA Integration
Industrial Refrigeration Control Systems • Machine Automation • Machine Monitoring Systems
Process Solutions specializes in the design and
build of UL 508A general purpose control panels and UL 698A, 1203, and 1604
hazardous location panels.
Process Solutions is officially recognized and certified
by industry-leading controls manufacturers, including Rockwell Automation,
Siemens, and Wonderware for our quality, reputation, and expertise in the
implementation of hardware and software controls technologies.
Process Solutions has over 33 years of experience in
control system design, build, and integration.
Process Solutions design services include
electrical and mechanical design compliant
with UL, NEC, CE, and CSA standards. Each
panel design is 3D modeled in AutoCAD and
inspected for quality prior to production.
Utilizing 20,000 Sq. Ft. of manufacturing
and specialized tooling to streamline
, Process Solutions’ team of 50+
control panels
Commissioning & Support
’ engineers perform remote
on-
-project support, training, and upgrades.
.
Engineering & Documentation
integrating
Process Solutions, Inc.
7112 265th St NW, Stanwood, WA 98292 | Phone 360-403-7037 | Fax 360-435-2866
www.processsolutions.com
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Learn more about DAQuery or book a demo at www.ProcessSolutions.com/DAQuery
No Monthly or Annual
License Fees Required
Simply select the features
and number of connections
that fit your goals and make
one payment per license for
the life of your DAQuery
system. *Upgrades and
service quoted separately.
Full-Service Remote
System Setup Available
Let Process Solutions’ team
of DAQuery developers do
the work for you and
remotely configure your
system with the settings,
reports, and dashboards
you want for just $1,990.
A Data System That Is
Actually Easy to Use
Designed to be easy for
anyone to use without any
specialized training
required. You can be
monitoring your equipment
within minutes of receiving
your DAQuery System.
Know what is happening at a glance with
-Based Dashboards
Track & improve product quality with
Production & Batch Reports
Immediately alert the right people when issues
arise to reduce or prevent downtime with
Configurable Event & Alarm Notifications
Visualize data & eliminate bottlenecks with
Live Data Trends
Pass your next audit with
CFR 21.11 Compliance
To
o
l
s
&
A
p
p
s
Process Solutions, Inc.
7112 265th St NW, Stanwood, WA 98292 | Phone 360-403-7037 | Fax 360-435-2866
www.processsolutions.com
GENERAL CONDITIONS OF SALE AND FIELD SERVICE POLICY
Unless otherwise indicated above, the following conditions of sale shall apply. This quotation is valid for a
period of 30 days from date of quotation. All shipments shall be F.O.B. Process Solutions, Inc.,
Stanwood, Washington, pre-pay and add. Prices do not include state or local sales or use tax, licenses,
inspection or permit fees. Straight time is a standard 8AM to 5PM 8-hour day, Monday through Friday,
minimum of 8-billable hours per day while on site. All domestic travel time Monday through Friday, from
portal to portal, up to 12 hours, will be invoiced at the straight time rate. There will be no charge for travel
in excess of 12 hours, except for international travel and Alaska. Weekend travel time will be invoiced at
1.5x the quoted standard rate. Overtime applies to any time in excess of the standard time defined above
and will be billed at 1.5x the quoted standard rate. Holiday time applies to anytime on any holiday as
defined by the Process Solutions holiday schedule. Holiday hours shall be billed at 2x the quoted
standard rate. Rates do not include travel/living expenses. These expenses will be invoiced at actual
costs. All prices are in U.S. dollars.
WARRANTY POLICY
Except as otherwise provided, all new equipment manufactured by Process Solutions, Inc. is warranted to
be free from defects in material and workmanship to the original user for one year from date of shipment
from Process Solutions. Equipment sold but not manufactured by Process Solutions, Inc. will be
warranted as to defects in material and workmanship to the extent of warranty policy of the original
manufacturer of the equipment.
If within the warranty period Process Solutions, Inc. receives from the original user notice of any
supposed defect in any such equipment and is found to be defective (Process Solutions, Inc. will have
been provided by the original user a reasonable opportunity to perform tests to determine defectiveness)
will, at its option and expense, either repair the defective part or supply a replacement.
Replacement parts will be invoiced at the time of shipment with credit to be issued for returned parts
when received, provided they meet the warranty conditions. All parts are F.O.B. Process Solutions, Inc.,
Stanwood, Washington.
This warranty is in lieu of and excludes all other warranties, both expressed and implied.
There are no implied warranties of merchant ability or of fitness for a particular purpose for products
covered by this contract.
SYSTEM PLATFORM UPGRADE SUMMARY October 16, 2023
The System Platform SCADA (Supervisory Control and Data Acquisition) upgrade replaces the City’s existing
controls with a centralized computer-based system. The System Platform SCADA implementation is comprised of
a number of Windows based servers, Aveva SCADA software, and the existing PLC’s/Controllers that run the
equipment in at the Water Reclamation Facility (WRF), Drinking Water Plant (WTP), and remote sites (lift station
and reservoirs).
System Platform allows for greatly improved IT security, control redundancy, lower maintenance over time, and
historical redundancy. The systems also natively connect to Alarm Notification software that is used to call, email,
or text users 24 hours per day in the event of an alarm or system failure. Compared to the Cities’ exiting SCADA
software architecture, System Platform is the updated method for SCADA implementation, it will be upgradable
much farther into the future and be supported for longer.
The upgrade will start with converting the existing computer network to a “Domain” based Windows network.
This allows for more secure connections between computer systems and enhanced IT security. This conversion
will allow all users to have their own unique credentials for accessing the SCADA system, and will reduce the time
required for the Cities’ IT staff to maintain the network. Converting to a “Domain” network requires the addition
of a “Domain Controller” to the network (This will be done with the help of the Cities’ IT staff).
Once added to the network, each new and/or existing PC/Server on the network will be “joined” to the domain,
allowing for the enhancements associated with being part of a Domain network.
The next step will be to replace the existing user interfaces, historical data collection, and data logging that is
currently in place at the WTP and WRF. This process will involve installing updated Aveva Software on new and/or
existing servers, and programming new centralized user interfaces (SCADA Screens) for each portion of the plant
based on the users required functions.
The existing SCADA system will be used as a starting point for the programming effort, but feedback from the City
and its primary users will be instrumental in designing the new interfaces to make them as useful and intuitive as
possible.
Reprogramming will be a stepwise process, programming one system at a time, and can be completed while the
existing SCADA system remains online. Examples of systems in the plant the will be programmed include, but are
not limited to: aeration basins, digester sludge system, headworks, UV treatment system, blowers, EQ Basin, and
Reclaimed Water system. Each piece of the new system will be tested and approved by users as it is developed.
Upon completion of testing the new system, the old system will be taken offline. Taking it offline will consist of
shutting down and/or repurposing old PC’s/Servers. The PLC’s/Controllers in the system will remain unchanged,
but the new SCADA system will directly interact with these controllers to perform pertinent SCADA functions.
The current PLC system in the WTP is not capable to support System Platform so the scope of work at this time
only includes the WRF. WTP may be added at a later time after the City updates WTP Hardware.
This is a multi-month effort with that is anticipated to require up to 1,200 engineering hours to implement and
test. Depending on scheduling this could take 4-8 months to complete.
City of Arlington Council Agenda Bill Item: CA #5 Attachment E COUNCIL MEETING DATE: November 6, 2023 SUBJECT: Contract Amendment #1 to the SCJ Alliance Contract for 211th Place Corridor Restoration Design ATTACHMENTS: Scope of Work and Fee from SCJ Alliance for 211th Place Corridor Amendment DEPARTMENT OF ORIGIN Public Works; Jim Kelly, Director EXPENDITURES REQUESTED: $47,054.00 BUDGET CATEGORY: TIB Grant and Water CIP Funds BUDGETED AMOUNT: $395,487.00 (2023) LEGAL REVIEW: DESCRIPTION: Staff is requesting to amend the existing contract with SCJ Alliance for design of the 211th Place Corridor Restoration project. HISTORY: The City of Arlington contracted with SCJ Alliance in April 2023 for design of the 211th Place Corridor. This is a grant funded project that will be upgrading 211th Place between 67th Avenue and SR 530. This amendment includes improvements to the 211th Water Main, additional geotechnical work, and preparation of an Archeological Discovery Plan needed for archeological items found at the project site. The amendment and project contract cost is summarized below. Base Contract $318,778.70 Amendment #1 $ 47,054.00
Remand to staff for additional information.
I move to approve Amendment No. 1 to the SCJ Alliance contract and authorize the Mayor to sign the amendment.
10/17/23 2:01 PM \\arlington\city\PW_Admin\Contracts\SCJ Alliance\06_211th Place Corridor Improvements\Amendment #1\Amendment 1_Draft.docx
Contract Amendment No. 1
To
Professional Services Agreement
For
211th Place Corridor Improvements (P02.571)
This amendment authorizes the modification of the Professional Services Agreement between the City
of Arlington and SCJ Alliance. for the 211th Place Corridor Improvements contract, executed on May
8th, 2023. Unless modified below, all terms and conditions contained in the Professional Service
Agreement remain current and in effect for the completion of the contract.
It is mutually agreed that the above referenced agreement is amended as follows:
AMENDMENT
1.Scope of Work - The project scope of work is increased for additional tasks as detailed in Exhibit
B and dated September 21, 2023, and included with this amendment.
2.Fee - This additional work included under this amendment shall be performed for a not to exceed
fee of $47,053.45 in accordance with the fee schedule included with this amendment as Exhibit
D-1.
EXECUTION
IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the day and year first
above written.
SCJ Alliance City of Arlington
Eric Johnston, PE Barbara Tolbert
Date Date
Exhibit B
Amendment 1
211th Place NE – 67th Ave NE to SR 530
Arlington, Snohomish County, WA
Prepared For: Ryan Morrison, PE
Prepared By: Dan Ireland, PE
Melissa Greenheck, PE
Date Prepared: September 21, 2023
Introduction:
It is our pleasure to provide the City of Arlington (City) with this amendment to incorporate the design of a
water main design into the project, additional geotechnical services, and additional cultural services.
Water Line Design: SCJ will lead the design of a 12-inch water main that will connect to the existing valves
located west of the intersection at 67th Ave NE and will extend all the way to the western project limit at the SR
530 Roundabout. The new 12-inch water line will replace the existing 6-inch water line that will be abandoned in
place.
SCJ will be adding the following to the Contract based on the Understanding and Assumptions listed in this
Exhibit:
1) Water Main and Service Design.
2) Water Construction Plans and Profile.
3) Water Construction Specifications
4) Water Estimate of Construction Costs.
5) Additional coordination with Utility Companies
The addition of the water main design work is not estimated to have an impact on the design schedule.
Cultural Resources: Additional Cultural Services are required to satisfy the Department of Archeological and
Historic Program requirements based on findings during the field explorations. Legacy Anthropology has
provided an amendment for these additional services that is attached to this amendment. The addition of the
additional cultural work is not estimated to have an impact on the design schedule
Geotechnical Services: Existing concrete panels were discovered under the existing asphalt at various depths
and areas. The limits of the existing panels are undetermined and the method of mitigating the panels is unclear.
HWA will be providing additional pavement cores that will help provide the City with additional information. The
additional geotechnical field work is estimated to be an impact to the design schedule of a full 60% Design
review package submittal. SCJ will continue to submit its 60% Design package per the schedule, but it will not be
a complete package.
The following phases of work include the additional work defined:
City of Arlington – 211th Corridor
September 21, 2023
Page 2 of 4
25 N Wenatchee Ave, Suite 238 Wenatchee, WA 98801 Office 509.886.3265 Fax 360.352.1509 scjalliance.com
Phase 1 Project Management
Project Meetings
Incorporating the water design will require additional meetings and preparation estimated to be the
following:
6) Initial Waterline Main Kickoff Meeting (1) (Completed)
7) Pothole review meeting (1)
8) Updated water main and service connection confirmation meeting (1)
Understanding
1) This will not have an effect on other general project management elements already incorporated into
the scope of work.
Deliverables
1) Meeting exhibits and minutes
Phase 6 60% PS&E Submittal
Water Main Design
1) Sheet Setup. SCJ will create sheets to be used for the water main layout and review.
2) Water Main Location. SCJ will work on evaluating the location of the water main and provide
the City with two options of where the main can be located within the corridor. This will be
provided to the City for comment.
3) Updated Main Alignment. Based upon the City’s feedback, SCJ will make adjustments to the
water main location to move forward with the design. Changes to the alignment of the main
after this determination will be considered additional services.
4) 60% Construction Plans: SCJ will develop 60% level drawings that will include defining the
alignment, service connections, valve locations, and hydrant locations. Utility conflict locations
will be provided to investigate in the field.
5) 60% Cost Estimate: SCJ will incorporate water components into the overall 60% cost estimate.
6) 60% Special Provisions: SCJ will incorporate city-specific special provisions (provided by the
City) into the overall 60% special provision for water line including any non-standard items SCJ
identifies.
Understanding
1) Initial Water alignment options
2) Updated Water alignment location.
3) 60% Water Sheets
4) 60% Water Special Provisions.
5) 60% Water Cost Estimate
City of Arlington – 211th Corridor
September 21, 2023
Page 3 of 4
25 N Wenatchee Ave, Suite 238 Wenatchee, WA 98801 Office 509.886.3265 Fax 360.352.1509 scjalliance.com
Phase 7 Cultural Resources
1) Please see the attached Legacy Anthropology amendment for the description of additional services.
Phase 8 Geotechnical Services
1) Existing concrete panels were discovered under the existing asphalt at various depths and areas. The
limits of the existing panels are undetermined and the method of mitigating the panels is unclear. HWA
will be providing additional pavement cores that will help provide the City with additional information to
determine a make a decision. Please see the attached HWA amendment for the description of additional
services.
Phase 10 90% Design and Plan Preparation
Task 1 Water Line Construction Plans
This task involves making adjustments to the water design based on 60% review comments and advancing
the plan set to include construction details and callouts. The following will be included in this task:
1) Water Line Sheets (4)
2) Water Detail Sheets (2)
3) Responses to 60% Water comments (1)
Task 2 Water 90% Estimate
1) Water 90% Engineer’s Estimate: Develop quantities based on the 90% plans. Assign unit costs
for quantified item and assign lump sum costs to other items based on professional judgment.
Develop a 90% construction cost estimate that includes a 10% contingency.
Task 3 Water Special Provisions
1) General and Special Provisions will be developed per the WSDOT and APWA format. We will
identify non-standard items. We will develop a draft construction requirement, materials,
measurement, and payment narratives for non-standard items identified in the contract plans.
Understanding
1) There are no adjustments to the location, pipe types, of the main line, limits, or additional
services during 90% design.
2) These estimated efforts assume one bid package submittal.
3) This amendment does not include the cost of pot-holing by a third party.
4) The existing line is to be abandoned in place when not impacted by other excavation activities.
5) This design will connect parcels with existing domestic water services.
6) This design will reconnect the service connection to the meter.
7) No additional permitting is required.
8) Pipe size and type will be provided by the City.
9) Water modeling to evaluate adequate pressures and flows will be provided by the City.
City of Arlington – 211th Corridor
September 21, 2023
Page 4 of 4
25 N Wenatchee Ave, Suite 238 Wenatchee, WA 98801 Office 509.886.3265 Fax 360.352.1509 scjalliance.com
Deliverables
1) Responses to 60% comments.
2) 90% Water Plans.
3) 90% Water Special Provisions.
4) 90% Water Cost Estimate
Phase 11 Final Design
Task 1 Final Design
1) Final Water Plan Revisions: Following the receipt of TIB/City comments, we will finalize the
water plans to construction-ready documents. This will include comment responses to 90%
comments and continuous updates to the design memo.
2) Final Water Special Provisions: SCJ will incorporate TIB/City comments of the special
provisions. It is estimated that this is a revision to the 90% specials already developed and not
incorporating new non-standard items at this phase of the project.
3) Final Water Engineers Estimate: The project estimate will be updated and transferred to the
bid proposal sheet for the bid package.
Understanding
1) The completion of the 90% review meeting will be the beginning of this phase of work.
2) The completion of this phase will be a full plan, specification, and estimate ready for a public
bid process.
Deliverables
1) Response to 90% Comments.
2) Final Water Plan Sheets
3) Final Water Cost Estimate
4) Final Water Special Provisions
Phase Phase Title SCJ Hours Amendment
Estimate
Previous Phase
Amount
New Phase
Amount
1 Project Management 19.5 $3,414 $10,825 $14,239
6 60% Design 130 $15,579 $73,911 $89,490
7 Cultural Resources - $700 $6,515.30 $7,215.30
8 Geotechnical Services - $18,998 $72,950.90 $91,948.90
10 90% Design 40 $5,524 $47,781 $53,305
11 Final Design 24 $2,839 $18,141 $20,980
$47,054
Current Contract Amount: $318,778.70
Amendment Amount: $47,054
New Contract Amount: $365,832.70
Consultant Billing Rate Schedule - Exhibit D-2
SCJ Alliance
Client:Hourly Rate Table Format: LAG Contract
Project:Allowable Overhead Rate: 166.19%
Job #:Negotiated Fixed Fee: 31.00%
File Name:Labor Estimate.xlsm Billing Rate Table Version: 2/23/2023
Date:
Direct Labor Allowable Negotiated Total Hourly
Hourly Rate Overhead Profit Billing Rates
NTE 166.19%31.00% NTE
$126.56 $210.33 $39.23 $376.12
$99.00 $164.53 $30.69 $294.22
$86.08 $143.06 $26.68 $255.82
$71.71 $119.17 $22.23 $213.11
$63.56 $105.63 $19.70 $188.89
$49.03 $81.48 $15.20 $145.71
$60.06 $99.81 $18.62 $178.49
$56.54 $93.96 $17.53 $168.03
$52.97 $88.03 $16.42 $157.42
$46.23 $76.83 $14.33 $137.39
$34.62 $57.53 $10.73 $102.89
$57.75 $95.97 $17.90 $171.63
$49.61 $82.45 $15.38 $147.44
$41.86 $69.57 $12.98 $124.40
$38.45 $63.90 $11.92 $114.27
$32.18 $53.48 $9.98 $95.64
$66.11 $109.87 $20.49 $196.47
$48.76 $81.03 $15.12 $144.91
$41.72 $69.33 $12.93 $123.99
$36.39 $60.48 $11.28 $108.15
$33.00 $54.84 $10.23 $98.07
$49.89 $82.91 $15.47 $148.27
$54.10 $89.91 $16.77 $160.78
$37.96 $63.09 $11.77 $112.81
$34.10 $56.67 $10.57 $101.34
$29.70 $49.36 $9.21 $88.27
$31.00 $51.52 $9.61 $92.13
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$68.20 $113.34 $21.14 $202.68
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$42.85 $71.21 $13.28 $127.35
$0.00 $0.00 $0.00 $0.00
$42.85 $71.21 $13.28 $127.35
$32.13 $53.40 $9.96 $95.49
$62.01 $103.05 $19.22 $184.29
PC 1 Project Coordinator
Project Accountant
CI 2 Construction Inspector
CI 1 Construction Inspector
Graphic Designer
PC 3 Project Coordinator - CM Only
PC 2 Project Coordinator
City of Arlington
211th NE - 67th Ave NE to SR530
23-00884
Actuals Not To Exceed Billing Rate Table (ANTE)
Job Classifications
3/30/23
RE 2 Construction Resident Engineer
P4 Planner
E4 Engineer
Senior Consultant
Senior Project Manager
PM3 Project Manager
PM2 Project Manager
PM1 Project Manager
Senior Engineer
P1 Planner
Senior Technician
Senior Landscape Architect
T1 Technician
L3 Landscape
T3 Technician
T2 Technician
L2 Landscape
L1 Landscape
Senior Planner
P3 Planner
P2 Planner
Construction Office Engineer
CI 3 Construction Inspector
CI 4 Construction Inspector
Principal
Construction Inspector
T4 Technician
Senior Construction Manager
RE 3 Construction Resident Engineer
E2 Engineer
E1 Engineer
L4 Landscape
E3 Engineer
RE 1 Construction Resident Engineer
Consultant Labor Hour Estimate
SCJ Alliance
Client:City of Arlington Template Version: 2/23/2023
Project:211th NE - 67th Ave NE to SR530 Contract Type: LAG Contract No. of Sheets: No. of Sheets: No. of Sheets: No. of Sheets: N/A
Job #:23-00884 No. of Lots: No. of Lots: No. of Lots: No. of Lots: N/A
File Name: Labor Estimate.xlsm 77 57 44 48 28 39 35 79 41 37 46
Template Version:Dan Ireland Melissa
Greenheck
Andrew
Metternich-
Fields
Caitlin
Mehall Jay Kim Brown Jair Steve D Rikki Angi Juliana Loli
Phase &
Task No.Principal E4 Engineer E3 Engineer E4 Engineer Graphic
Designer
Project
Accountant E1 Engineer Principal E3 Engineer L3
Landscape
PM1 Project
Manager
Total Direct
Labor Hours &
Cost
Total Cost
PHASE 1
Task 1
1 1.0 1.0 2.0 344.74$
2 -$
3 -$
4 2.0 1.0 3.0 625.70$
Subtotal Hours: 3.0 1.0 1.0 5.0 970.44$
Task 2
1 -$
Subtotal Hours: -$
Task 3
1 2.0 2.0 3.5 7.5 1,084.98$
2 2.0 2.0 4.0 793.74$
3 1.0 2.0 3.0 564.90$
Subtotal Hours: 5.0 6.0 3.5 14.5 2,443.62$
Total Phase Hours: 8.0 7.0 3.5 1.0 19.5 19.5
Total Phase Direct Labor: $616.00 $395.78 $98.00 $39.00 $1,148.78 3,414.06$
Phase & Task Title
Kickoff Meeting
Project Meetings
Reporting
Updated water main and service connection confirmation meeting
Potholing Meeting
Project Management
PROJECT MANAGEMENT
Amendment Setup
General project correspondence and coordination
Bi-Weekly Updates (20 & 30 mins each)
2 of 7 9/21/2023
Consultant Labor Hour Estimate
SCJ Alliance
Client:City of Arlington Template Version: 2/23/2023
Project:211th NE - 67th Ave NE to SR530 Contract Type: LAG Contract No. of Sheets: No. of Sheets: No. of Sheets: No. of Sheets: N/A
Job #:23-00884 No. of Lots: No. of Lots: No. of Lots: No. of Lots: N/A
File Name: Labor Estimate.xlsm 77 57 44 48 28 39 35 79 41 37 46
Template Version:Dan Ireland Melissa
Greenheck
Andrew
Metternich-
Fields
Caitlin
Mehall Jay Kim Brown Jair Steve D Rikki Angi Juliana Loli
Phase &
Task No.Principal E4 Engineer E3 Engineer E4 Engineer Graphic
Designer
Project
Accountant E1 Engineer Principal E3 Engineer L3
Landscape
PM1 Project
Manager
Total Direct
Labor Hours &
Cost
Total CostPhase & Task Title
PHASE 6
-$
-$
Subtotal Hours: -$
Task 2
1 2.0 2.0 3.0 12.0 19.0 2,420.67$
2 2.0 1.0 4.0 20.0 27.0 3,206.50$
3 4.0 4.0 8.0 1,083.67$
4 4.0 4.0 411.55$
5 4.0 12.0 16.0 1,757.70$
6 4.0 4.0 411.55$
7 1.0 4.0 5.0 542.31$
8 1.0 4.0 5.0 542.31$
9 -$
Subtotal Hours: 4.0 7.0 13.0 64.0 88.0 10,376.27$
Task 8
1 1.0 4.0 20.0 1.0 2.0 2.0 2.0 32.0 3,530.44$
2 1.0 2.0 3.0 637.59$
3 -$
Subtotal Hours: 2.0 4.0 20.0 3.0 2.0 2.0 2.0 35.0 4,168.03$
60% Estimate
Quantifying of Project
Unit cost analysis
Meter Adjustments
60% PS&E SUBMITTAL
60% Water Main Design
Initial Water Main Options
Updated Water Main Location (Under Trail)
Updating Pothole Exhibits
Water Profile Development
Valve and Joint Detailing
Service Connections
Additional Utility Coordination for additional conflicts
3 of 7 9/21/2023
Consultant Labor Hour Estimate
SCJ Alliance
Client:City of Arlington Template Version: 2/23/2023
Project:211th NE - 67th Ave NE to SR530 Contract Type: LAG Contract No. of Sheets: No. of Sheets: No. of Sheets: No. of Sheets: N/A
Job #:23-00884 No. of Lots: No. of Lots: No. of Lots: No. of Lots: N/A
File Name: Labor Estimate.xlsm 77 57 44 48 28 39 35 79 41 37 46
Template Version:Dan Ireland Melissa
Greenheck
Andrew
Metternich-
Fields
Caitlin
Mehall Jay Kim Brown Jair Steve D Rikki Angi Juliana Loli
Phase &
Task No.Principal E4 Engineer E3 Engineer E4 Engineer Graphic
Designer
Project
Accountant E1 Engineer Principal E3 Engineer L3
Landscape
PM1 Project
Manager
Total Direct
Labor Hours &
Cost
Total CostPhase & Task Title
Task 9
1 2.0 1.0 2.0 2.0 7.0 1,034.46$
2 -$
Subtotal Hours: 2.0 1.0 2.0 2.0 7.0 1,034.46$
Total Phase Hours: 4.0 11.0 13.0 4.0 84.0 4.0 4.0 4.0 2.0 130.0 130.0$
Total Phase Direct Labor: $308.00 $621.94 $572.00 $112.00 $2,908.08 $316.00 $164.00 $148.00 $92.00 $5,242.02 15,578.76$
PHASE 10
Task 3
1 1.0 1.0 1.0 3.0 499.75$
2 4.0 12.0 16.0 1,906.77$
3 -$
4 -$
5 -$
6 -$
Subtotal Hours: 1.0 5.0 13.0 19.0 2,406.53$
Task 4
1 1.0 2.0 1.0 2.0 2.0 2.0 10.0 1,345.62$
2 2.0 2.0 469.56$
Subtotal Hours: 1.0 2.0 3.0 2.0 2.0 2.0 12.0 1,815.18$
Special Provisions
Water Plan and Profile adjustments
Construction Plans
60% Comments/Resposnes
Special Provisions
90% PS&E SUBMITTAL
90% Cost Estimate
Quantity Estimate
4 of 7 9/21/2023
Consultant Labor Hour Estimate
SCJ Alliance
Client:City of Arlington Template Version: 2/23/2023
Project:211th NE - 67th Ave NE to SR530 Contract Type: LAG Contract No. of Sheets: No. of Sheets: No. of Sheets: No. of Sheets: N/A
Job #:23-00884 No. of Lots: No. of Lots: No. of Lots: No. of Lots: N/A
File Name: Labor Estimate.xlsm 77 57 44 48 28 39 35 79 41 37 46
Template Version:Dan Ireland Melissa
Greenheck
Andrew
Metternich-
Fields
Caitlin
Mehall Jay Kim Brown Jair Steve D Rikki Angi Juliana Loli
Phase &
Task No.Principal E4 Engineer E3 Engineer E4 Engineer Graphic
Designer
Project
Accountant E1 Engineer Principal E3 Engineer L3
Landscape
PM1 Project
Manager
Total Direct
Labor Hours &
Cost
Total CostPhase & Task Title
Task 5
1 1.0 2.0 2.0 2.0 2.0 9.0 1,301.93$
2 -$
3 -$
Subtotal Hours: 1.0 2.0 2.0 2.0 2.0 9.0 1,301.93$
Total Phase Hours: 2.0 8.0 15.0 3.0 4.0 4.0 4.0 40.0 40.0$
Total Phase Direct Labor: $154.00 $452.32 $519.30 $237.00 $164.00 $148.00 $184.00 $1,858.62 5,523.63$
Special Provisions
Special Provisions
5 of 7 9/21/2023
Consultant Labor Hour Estimate
SCJ Alliance
Client:City of Arlington Template Version: 2/23/2023
Project:211th NE - 67th Ave NE to SR530 Contract Type: LAG Contract No. of Sheets: No. of Sheets: No. of Sheets: No. of Sheets: N/A
Job #:23-00884 No. of Lots: No. of Lots: No. of Lots: No. of Lots: N/A
File Name: Labor Estimate.xlsm 77 57 44 48 28 39 35 79 41 37 46
Template Version:Dan Ireland Melissa
Greenheck
Andrew
Metternich-
Fields
Caitlin
Mehall Jay Kim Brown Jair Steve D Rikki Angi Juliana Loli
Phase &
Task No.Principal E4 Engineer E3 Engineer E4 Engineer Graphic
Designer
Project
Accountant E1 Engineer Principal E3 Engineer L3
Landscape
PM1 Project
Manager
Total Direct
Labor Hours &
Cost
Total CostPhase & Task Title
PHASE 11
Task 1
1 1.0 8.0 4.0 4.0 4.0 21.0 2,465.19$
2 1.0 2.0 3.0 373.81$
3 -$
4 -$
Subtotal Hours: 2.0 10.0 4.0 4.0 4.0 24.0 2,839.00$
Total Phase Hours: 2.0 10.0 4.0 4.0 4.0 24.0 24.0$
Total Phase Direct Labor: $113.08 $346.20 $164.00 $148.00 $184.00 $955.28 2,839.00$
Total Hours All Phases 14.0 28.0 13.0 7.5 1.0 109.0 7.0 12.0 12.0 10.0 213.5 213.5
Total Direct Labor Estimate All Phases $1,078.00 $1,583.12 $572.00 $210.00 $39.00 $3,773.58 $553.00 $492.00 $444.00 $460.00 $9,204.70 27,355.45$
Indirect Costs
Subconsultants:
HWA $18,998.00
Legacy Anthropology $700.00
Subconsultant Subtotal:19,698.00$
Subconsultant Markup:-$
Subconsultant Total:19,698.00$
Reimbursable Expenses:
Copies, Printing, etc.-$
Mileage -$
Expenses Subtotal:-$
Expenses Markup:-$
Expenses Total:-$
Management Reserve:-$
Total Indirect Costs:19,698.00$
Total: 47,053.45$
FINAL DESIGN
Final Plan Revisions
Engineers Estimate
FINAL DESIGN
6 of 7 9/21/2023
SCJ Alliance
Client:
Project:
Job #:Template Version:
File Name: Labor Estimate.xlsm Contract Type:
Consultant Fee Determination
DIRECT SALARY COST
Classification Hours Direct Hourly Rate Amount
Principal 14.0 $77.00 $1,078.00
E4 Engineer 28.0 $56.54 $1,583.12
E3 Engineer 13.0 $44.00 $572.00
E4 Engineer 0.0 $48.00 $0.00
Graphic Designer 7.5 $28.00 $210.00
Project Accountant 1.0 $39.00 $39.00
E1 Engineer 109.0 $34.62 $3,773.58
Principal 7.0 $79.00 $553.00
E3 Engineer 12.0 $41.00 $492.00
L3 Landscape 12.0 $37.00 $444.00
PM1 Project Manager 10.0 $46.00 $460.00
Total Direct Salary Cost $9,204.70
OVERHEAD
Overhead Rate: 166.19% Direct Salary Cost:$9,204.70 Overhead Cost $15,297.29
FIXED FEE
Fixed Fee Rate: 31.00% Direct Salary Cost:$9,204.70 Fixed Fee Cost $2,853.46
TOTAL SALARY COST Total Salary Cost $27,355.45
SUBCONSULTANTS Yes
<<================$18,998
<<================$700
x
Subconsultant Fee Subtotal:$0 $19,698.00
Q Subconsultant Markup:0%$0.00
REIMBURSABLE EXPENSES
Copies, Printing, etc. 0.0% of the Direct Salary Costs $0.00
Mileage 0 miles at $0.655 per mile $0.00
Expenses Subtotal: $0.00
Expenses Markup:0%$0.00
SUBTOTAL (SALARY, SUBCONSULTANTS AND EXPENSES)
Subtotal (Salary, Subconsultants and Expenses)$47,053.45
MANAGEMENT RESERVE FUND (MRF)
Management Reserve:$0.00
Total Estimated Budget: $47,053.45
HWA Select Phase
Consultant Fee Determination Summary - Exhibit D-1
211th NE - 67th Ave NE to SR530
2/23/202323-00884
Legacy Anthropology Select Phase
LAG Contract
City of Arlington
9/21/2023 Page 7
1
Scope of Work for Permit and Monitoring, Legacy Anthropology LLC
211th Place NE, Arlington, Snohomish County, Washington
Scope of Work for Archaeological Permit Application and Monitoring
Plan for the City of Arlington 211th PL NE – 67th Ave NE to SR 530 (P-
02.571) Project, Arlington, Snohomish County, Washington
For: Dan Ireland, SCJ Alliance
September 12, 2023
Introduction
Legacy Anthropology, LLC, is a cultural resources management company situated in Bellingham
Washington. Our team is composed of Susan C. Larsen, who meets the Secretary of the Interior’s
Qualifications for a Professional Archaeologist, and Nicholas E. Gouette. We have a combined 15
years of experience working in archaeology and have collectively participated in over 150 cultural
resources management projects throughout Washington State. In addition, we are a certified
Minority/Women Business Enterprise and a Disadvantaged Business Enterprise with the
Washington State Office of Minority and Women’s Business Enterprises (Certification Numbers
M5F0027665 and D5F0027665).
Project Overview and Objectives
The City of Arlington is planning improvements to 211th Place Northeast, a 0.42-mile-long freight
and access road between State Route 50 and 67th Avenue Northeast (Project Area). This road lies
within the footprint of the historic road into Arlington and is in need of improvements due to its
age. The road may also experience an increase in traffic after the completion of a planned
roundabout at the intersection of SR 530 and 211th Pl NE. Planned improvements include
stormwater management upgrades, installation of guard rails, lighting, a 12-foot-wide multi-use
path on the south side of the road, ADA compliant curb ramps, land scaping, and street amenities.
During an archaeological survey, a precontact low density lithic scatter site (45SN879) was
identified at the east side of the Project Area. The site was previously bisected by the construction
of the road. Moving forward with the project will require a Monitoring Permit from the Department
of Archaeology and Historic Preservation (DAHP) and monitoring by a Professional Archaeologist.
This project is funded by the City of Arlington and the Transportation Improvement Board and is
subject to compliance with the Governors Executive Order 21-02. The lead agency for this project
is the City of Arlington .
Scope of Work
This work will include:
• scope of work, invoicing, correspondence
• consultation with Affected Tribes
• application for a DAHP excavation/ monitoring permit for this Project
• generation of cultural resources monitoring plan
2
Scope of Work for Permit and Monitoring, Legacy Anthropology LLC
211th Place NE, Arlington, Snohomish County, Washington
This scope of work will not include:
• data recovery of cultural resources
• archaeological monitoring
• additional archaeological testing (if any) required by the city, the DAHP, or the Affected
Tribes in excess of this scope
During the DAHP permit application process, the applicant is the Professional Archaeologist, and
the co-applicant is the project lead. The permit application must include: an application cover
sheet, background information, details of the proposed work, a protocol of immediate steps upon
the identification of archaeological material, details of the professional archaeologist, details of the
contractor, and a completed site inventory form. The application process will require
correspondence between Legacy Anthropology, the city, and the engineer. The completed
application will be sent by the DAHP to the Association of Washington Archaeology and affected
Indian Tribes, local governments, and landowners for comment. The review and processing can
take approximately 60 days.
Task List and Schedule:
Task
Completion Hour
DAHP Monitoring Permit
• Correspondence with contractor, DAHP, and
affected tribes
• Permit application
6 $70 $420.00
Monitoring Plan:
• Details protocols for archaeological monitoring of
the Project
Total 10 $700.00
Total $700.00
Payment
Payment will be due in full within 30 days of issue of invoice for 100% completion of the DAHP
monitoring permit application and the monitoring plan.
By signing below, the client agrees to the above and to pay Legacy Anthropology the quoted sum
for the described work. Legacy Anthropology will send an invoice as the work is completed and
the client agrees to pay it within 30 days of issue.
Signature________________________________________________ Date____________________
Project Cost Estimate HWA Ref: 2023-049
Arlington 211th - Supplemental Scope Date: 20-Sep-23
Arlington, Washington Prepared by: SKS
Scope of Work
This estimate assumes ROW permits and traffic control plans will be reused from the previous phase.
Explorations include an additional two days of pavement coring
Prepare logs of pavement cores and assign lab testing.
Determine depth and extent of underlying concrete slab along roadway.
Laboratory testing including cation exchange capacity and organic content testing will also be conducted on select samples near proposed infiltration facilities.
The findings of our explorations and lab testing will be incorporated into the draft geotechnical report included on our previous scope.
ESTIMATED HWA LABOR:
Prin. IX Geol. VIII Engr. VIII Engr. V Geol. III Geol. IV Admin CAD Contracts TOTAL TOTAL
$101.00 $85.00 $87.50 $58.50 $40.50 $46.00 $33.00 $32.50 $45.00 HOURS AMOUNT
Mark Pavement Core Locations in Field & Arrange Utility Locates 4 4 8 $534
Conduct Pavement Coring (assume up to 2 days at 4 cores per day) 1 20 20 41 $1,789
1 4 5 $243
Perform Engineering Analyses 4 4 8 $584
Incorporate findings into draft geotechnical report 4 4 2 1 11 $709
Consultation / Project Management 1 2 3 $205
DIRECT SALARY COSTS 0 0 13 12 20 30 0 1 0 76 $4,062
LABORATORY TEST SUMMARY: ESTIMATED DIRECT EXPENSES:
Est. No. Unit Total Mileage @ IRS rate $300
Pavement Coring (@ $75/core) $600
Test Tests Cost Cost Traffic Control in Field for Coring $4,000
4 $19 $76 Laboratory Testing $356
4 $70 $280 TOTAL DIRECT EXPENSES: $5,256
LABORATORY TOTAL: $356
PROJECT TOTALS AND SUMMARY:
Direct Salary Costs (DSC)$4,062
OH @ 208.31% * DSC $8,462
Fixed Fee @ 30% * DSC $1,219
Total Labor $13,742
Direct Expenses $5,256
GRAND TOTAL: $18,998
Notes
1. All costs are estimated, and may be increased or decreased within the limits of the total budget at the discretion of HWA's PM.
2. Traffic control will be required and limited to non-arterial lane closures using signs/cones (no flaggers).
Organic Content Test - Loss on Ignition (D2974)
WORK TASK
DESCRIPTION
Prepare Pavement Core Logs and Assign Lab Testing
PERSONNEL & 2023 HOURLY RATES
Cation Exchange Capacity - EPA 9081
HWA Supplamental Estimate 9-20-2023
City of Arlington Council Agenda Bill NB #1 Attachment
November 6, 2023 2024 Lodging Tax Distribution
2024 Lodging Tax Distribution Worksheet
Finance; Kristin Garcia, Director 360-403-3431 EXPENDITURES REQUESTED: $132,450 BUDGET CATEGORY: Lodging Tax Fund BUDGETED AMOUNT: $200,000 (in 2024 budget) LEGAL REVIEW: DESCRIPTION: Hispanic Heritage Event. Three applications were not fully funded, two applications were short of meeting the match requirement and the third was reduced because of incorrect math in their application. The applications can be found on the City Council page on SharePoint in the documents folder. https://arlingtonwa.sharepoint.com/sites/CityCouncilHome/Shared%20Documents/Forms/AllItems.aspx
A training session was video was published on the website. The application period opened on September 1 and applications were due September 30. The committee met on October 19, 2023 to review and discuss ALTERNATIVES: Do not approve funding distributions for 2024. Remand back to the lodging tax advisory committee for additional review and discussion.
RECOMMENDED MOTION: I move to approve the 2024 funding distribution as recommended by the lodging tax advisory committee.
Project Sponsor/Contractor Project Title Total Project
Required 25%
Project Match Actual Match
Amount Requested
(can't be more than
75% of total project
costs)
COMMITTEE
RECOMMENDS Rating
Arlington Arts Council Art in Legion Park 8,500$ 2,125$ 3,500$ 5,000$ 5,000$ 68
25%41%59%
Arlington Fly-In Skyfest 165,000$ 41,250$ 135,000$ 30,000$ 30,000$ 98
25%82%18%
City of Arlington
Arlington Stillaguamish Eagle
Festival 14,580$ 3,645$ 4,780$ 9,800$ 9,800$ 77
25%33%67%
City of Arlington Hispanic Heritage Event 2024 3,910$ 978$ 1,410$ 2,500$ 2,500$ 65
25%36%64%
City of Arlington Stronger Together Celebration 5,000$ 1,250$ 1,900$ 3,100$ 3,100$ 63
25%38%62%
City of Arlington Summer Entertainment Series 20,740$ 5,185$ 5,340$ 15,400$ 15,400$ 63
25%26%74%
DABA Arlington Street Fair 23,980$ 5,995$ 14,980$ 9,000$ 9,000$ 72
25%62%38%
DABA Hometown Holidays 8,090$ 2,023$ 2,590$ 5,500$ 5,500$ 72
25%32%68%
DABA Tourism Brochure Distribution 11,090$ 2,773$ 4,590$ 6,500$ 6,500$ 83
25%41%59%
Stillaguamish Valley Museum 2024 Pioneer Day 9,986$ 2,497$ 6,236$ 3,750$ 3,750$ 67
25%62%38%
Stilly Valley Chamber of Commerce Arlington Farm Tours 12,000$ 3,000$ 3,000$ 9,000$ 9,000$ 78
25%25%75%
Stilly Valley Chamber of Commerce 2024 Arlington Show and Shine 27,638$ 6,909$ 15,638$ 12,000$ 11,400$ 77
25%57%43%
Stilly Valley Chamber of Commerce Arlington Farmers Market 16,000$ 4,000$ 3,500$ 12,500$ 11,000$ 82
25%22%78%
Stilly Valley Chamber of Commerce 4th of July Parade 14,000$ 3,500$ 3,000$ 11,000$ 10,500$ 68
25%21%79%
TOTALS 340,514$ 135,050$ 132,450$
2024 Lodging Tax Distribution
City of Arlington Council Agenda Bill NB #2 Attachment GCOUNCIL MEETING DATE: November 6, 2023 Planning Commission Appointments
Redacted Applications of Jennifer Benton and Nathan Senff
Community and Economic Development; Marc Hayes, Director 360-403-3457 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: 0 BUDGETED AMOUNT: 0 LEGAL REVIEW: DESCRIPTION: Planning Commission Vice-Chairperson, Amy Rusko Planning Manager, and Marc Hayes CED Director interviewed four applicants to fill the two vacant positions on the Planning Commission. From those interviews, two individuals (Jennifer Benton and Nathan Senff) were selected for recommendation to fill the open positions. The interview panel believes these individuals will complement the existing Planning Commission and provide a valuable contribution to our community.
Jennifer is a teacher at Stanwood High School. She is intelligent, articulate, a first-time homeowner who understands and accepts growth, is very interested in helping Arlington remain a desirable/livable location, and is a pleasure to have a conversation with. Nathan is a teacher at Grace Academy. He is forward thinking, provides a lot of enthusiasm, speaks well, and listens to both sides of the conversation before responding. He is involved in community events and truly cares about Arlington. ALTERNATIVES: Remand to staff for additional information.
I move to confirm the appointments of Jennifer Benton and Nathan Senff to the Planning Commission.
City of Arlington Council Agenda Bill Item: NB #3 Attachment H COUNCIL MEETING DATE: November 6, 2023 Dedication of Real Property for Public Right of Way for 63rd Ave. NE and 188th St. NE
Legal Description with Exhibit Map and Illustrative Map
Community and Economic Development; Marc Hayes, Director 360-403-3457 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: 0 BUDGETED AMOUNT: 0 LEGAL REVIEW: DESCRIPTION: Exhibit “A”, for future widening and improvements of 63rd Ave. NE and 188th St. NE.
Dedication of real property for right of way purposes related to new development typically occurs through the land use process pursuant to 20.56.170 AMC.
ALTERNATIVES: Remand to staff for additional information.
LEGAL DESCRIPTION OF DEDICATED RIGHT-OF-WAY
THE NORTH 10 FEET PARALLEL WITH AND ADJACENT TO 188TH AVENUE NE,
TOGETHER WITH THE WEST 25 FEET OF THE FOLLOWING DESCRIBED PROPERTY:
THE WEST 165 FEET OF THE NORTH 264 FEET OF THE NORTHEAST QUARTER OF
THE NORTHEAST QUARTER OF SECTION 22, TOWNSHIP 31 NORTH, RANGE 5 EAST,
W.M.,
EXCEPT THE NORTH 20 FEET CONVEYED TO SNOHOMISH COUNTY UNDER
AUDITOR’S FILE NO. 1047424,
SITUATE IN CITY OF ARLINGTON, COUNTY OF SNOHOMISH, STATE OF
WASHINGTON
City of Arlington Council Agenda Bill Item: NB #4 Attachment ICOUNCIL MEETING DATE: November 6, 2023 Request to transfer ARPA funds from Food Truck Court project to Smokey Point Community Park project.
None.
Community and Economic Development; Marc Hayes, Director 360-403-3457 EXPENDITURES REQUESTED: $1,000,000 BUDGET CATEGORY: BUDGETED AMOUNT: $1,300,000 LEGAL REVIEW: DESCRIPTION:
Due to material and overall increases in construction costs, the Smokey Point Community Park project, Phase 1, construction cost came in at $2,704,178.97. With the addition of contractors GC’s/Fee/Bond @10%, a 5% Project Contingency, and WSST @ 9.3%, this equates to an additional $709,617.12. Our budgeted amount for Phase 1 of the project was $3,000,000.00, as approved by Council in April. To date we have expended $404,111.00. in site design, architectural design, survey, geotechnical studies, and contract/project administration, leaving an available $2,595,888.00 from the original budgeted amount. This leaves the project with a $818,908.09 shortfall to construct a completed Phase 1. This leaves two choices moving forward. One solution would be to remove elements of the park, such as structures (stage, restrooms) and landscaping, this is not a desired option. The second option would be to transfer the $1,000,000.00 in ARPA funds from the proposed Food Truck Court project, to cover the cost overrun and build the Smokey Point Park per plan. This option is the preferred choice since the park is ready to go to bid in November, and the Food Truck Court is still being designed, and would not be able to be constructed by the time that the ARPA funds must be expended, (Dec. 2024). By doing so, this would defer the construction of the permanent Food Truck Court, allowing us time to create an alternate funding source for the construction of the Food Truck Court, which will be presented to Council in the near future. Related to this option, approximately $300,000.00 would still remain in the Food truck Court project, and we would continue to operate a temporary Food Truck Court pilot program, and in cooperation with the Airport, the Airport would install public restrooms on the proposed permanent Food Truck Court parcel and we would move the FTC pilot project to that site
City of Arlington Council Agenda Bill NB #5 Attachment
ALTERNATIVES: Remand to staff for additional information.
applied to the Smokey Point Community Park project, for construction.
City of Arlington Council Agenda Bill Item: NB #5 Attachment JCOUNCIL MEETING DATE: November 6, 2023
Brown and Caldwell Contract Amendment No. 3 for Haller Wellfield Improvement Project ATTACHMENTS: Scope of Work and Fee
Public Works; Jim Kelly, Director 360-403-3505 EXPENDITURES REQUESTED: $253,000.00 BUDGET CATEGORY: Water Capital Fund (405) BUDGETED AMOUNT: $1,050,000.00 (2023) $100,000 (2024) LEGAL REVIEW: DESCRIPTION: Scope and Fee for Brown and Caldwell to provide 30-100% design documents for the Haller Well and Wellhouse siting for the Haller Wellfield Improvement Project.
Public Works has been working for several years on securing and developing new water sources to ensure water availability for Arlington’s future. In October 2021 the City entered into contract with Brown and Caldwell to develop the plan for installing two new production wells at the Haller wellfield site and subsequent monitoring. The original contract has taken the design to 30% and received approval from the Department of Health, we are now ready to complete the design (30% to 100%) and prepare a construction package ready for bid. Base Contract $149,700.00 (Oct 2021) Amendment #1 $ 30,000.00 (Jan 2023) Amendment #2 TIME ONLY EXTENSION (Jul 2023) Amendment #3 $ 253,000.00
Remand to staff for further consideration.
I move to approve a contract amendment with Brown and Caldwell in the amount of $253,000.00 for 100% design documents for the Haller Wellfield Improvement Project and authorize the Mayor to sign the amendment, subject to final review by the City Attorney.
Exhibit A Scope of Work
| 1
Arlington Haller Amendment 03_Post 2nd City Review_101823
701 Pike Street, Suite 1300
Seattle, WA 98101-2310
T: 206.624.0100
Scope of Work
Haller Wellfield Improvement Project
Amendment 03
City of Arlington
October 18, 2023
Amendment Overview
Amendment 02 adds the following phases to the existing contract:
· Phase 400: Detailed Design
It also adds time to project management since the contract is extending many months.
One additional phase that will be scoped after completion of Phase 400:
· Phase 500: Services During Construction
Phase 100: Project Management
Effort is added for overall project management, tracking, and reporting and provide monthly invoicing.
Task 210: Client Meetings
This subtask assumes monthly check-in meetings throughout the project duration. The BC Team will meet
with the City for a 90% design workshop. It also assumes two additional client meetings.
Task 220: Project Schedule
BC will work with the City to maintain the design schedule with routine check-ins. Additionally, BC will
maintain an internal MS Project schedule to meet internal scheduling standards.
Task 230: On-going PM
This task includes update of a project and quality management plan, monthly invoicing and progress
updates, and leadership and coordination of the design team.
Assumptions:
· This amendment will add eight months to the project management schedule (October 2023 through
June 2024).
· Review and incorporation of City Division 01 specifications into the project will not be completed by
Brown and Caldwell. It is assumed that the City will include this information between the 90% and
100% submittal.
Haller Wellfield Improvement Project – Amendment 3
2
Arlington Haller Amendment 03_Post 2nd City Review_101823
Phase 400: Detailed Design
This phase provides for advancing the preliminary design to a set of bid-ready documents, then provides
services during the bidding period.
Task 402: Geotechnical Site Investigation
The City will hire HWA to perform a geotechnical assessment of the wellfield and stair’s locations. This effort
is to coordinate this task and review the results.
Task 410 Wellfield Final Design
The detailed design advances the preliminary design drawings and specifications, based on the listed
activities and assumptions:
· Drawings will be prepared using BC CAD standards. Revit will not be utilized. 2D CAD drawings using
the 2019 version.
· Technical specifications and Division 01 specifications will be prepared by BC in 50 Division CSI
Master Format using BC standard specifications.
· The City will provide front-end specifications, either in CSI format (i.e., Division 00) or APWA format
(i.e., WSDOT Division 1 with any local special provisions).
· No site visits will be conducted.
· New production well capacity testing will be completed by the City, with reports provided to BC,
anticipated in mid-December.
· Work products will be electronic only.
· Unless specifically contradicted or updated by assumptions below, assumptions from the predesign
phase carry over to this phase.
Deliverables for this phase:
· Intermediate (60%) design drawings and specifications
· Final (90%) design drawings and specifications
· AACE Class 2 Opinion of Probable Construction Cost
· Final (Bid Ready) design drawings and specifications, sealed and signed by engineers licensed in the
State of Washington
Subtask 411 Team Meetings, Design Coordination, and Front End Specifications
Activities and Assumptions:
· Internal kick-off meeting: 1 hour
· Regular design meetings: hour-long meetings, every other week, for six months
· Interdisciplinary coordination meetings, assumed one hour per month
· Front end specifications, assumed 24 hours
Subtask 412 Process Mechanical
Activities:
· Updates to previous calculations
· Continued development of layouts, details, section drawings
· Change flowmeter to magmeter
· Specification development
· Coordinate with vendors on specification review
· Control strategies development with I&C
· P&ID development with I&C
Haller Wellfield Improvement Project – Amendment 3
3
Arlington Haller Amendment 03_Post 2nd City Review_101823
Assumptions:
· Pump sizing is based on initial well capacity estimates, changes in well capacities may result in
resizing of pumps. Pump resizing effort is included.
· One plan drawing, one section drawing, and one detail drawing will be added to convey design
information.
· Technical specifications will be added for piping and valves.
· Pipe stress calculations are not included. Pipe supports are going to be designed by the Contractor.
Subtask 413 Civil
Activities:
· Updates to previous calculations
· Coordination with inside the fence survey
· Coordination with geotechnical analysis completed by HWA
· Continued development of drawings and details
· Revise site layout to accommodate site access from the east.
· Specification development, assume 11 civil specifications
· Add connection for future Haller North wellfield
· Add drawing to depict contractor laydown/site access
· Add landscape plan
· Modify drawings and specifications based on discipline review
Assumptions:
· Pump to waste infiltration vault will be pre-cast
· One site landscape drawing will be provided. Landscaping assumed to be limited to perimeter
shrubbery and turf grass.
· No irrigation will be provided.
· A buried tee with blind flange will be provided for connection to the future Haller North wellfield
supply.
· No fencing is included as part of this design.
· Wellhouse finished floor elevation to be designed to keep finished floor out of 100-year flood
elevation based on Snohomish County Stillaguamish Basin Climate Change document (July 2022).
Finished floor for Wellhouses 4 and 5 set to 72.2 feet.
· Finished floor for Wellhouses 2 and 3 will not be modified.
· No access road improvements or additional paving/impervious area are part of this design.
Subtask 414 Electrical
Activities:
· Updates to previous calculations
· Equipment selection, and updates to existing wellhouse 2 MCC
· Continued development of demolition plans, single line(s), electrical room layout, site electrical
layout including conduit/cable routing,, panel schedules, and lighting, power and controls plan(s)
· Continued review of plant equipment requirements
· Updates to site grounding to include new wellhouses 4 and 5
· Develop electrical specifications for equipment, conduit and cable, installation and testing
· Review of I&C, Process Mechanical and Building Mechanical equipment specifications
Haller Wellfield Improvement Project – Amendment 3
4
Arlington Haller Amendment 03_Post 2nd City Review_101823
Assumptions:
· Security for new wellhouses will be provided by a specialized City contractor. This project will include
conduit/raceways for future installation locations of cameras and door security equipment. The City’s
contractor will install all cable and equipment under a separate contract. The City will specify
locations for future equipment and size/number of raceways required at each location prior to 90%
deliverable.
· Fire alarm design is not required as buildings are unoccupied.
· Drawings will be added showing site electrical layout, panel schedules, and wiring diagrams for
equipment. Existing MCC in Wellhouse 2 to remain. Five (5) new, standalone, VFD enclosures for 5
pumps will be installed in Wellhouse 2 electrical room.
· Existing MCC 003 identified to feed Wellhouses, has capacity for the increase in wellhouse load.
MCC 003 feeder breaker can be swapped out to accommodate the increase in load. Existing well-
house 2 MCC1002 main breaker can be swapped out to accommodate.
· The existing power feeder to the wellhouses’ service is to be replaced. The existing network Fiber-
Optic feeder is to remain in place and be reused and reterminated to support the new remote IO
panel. The existing pathways will be reused where feasible.
· No temporary power will be required during shutdown. City has contingency plans for procuring
Snohomish County PUD water is needed. No temporary power or cutover plans are required or
included. Design assumes cut overs will take a day or two and not a month or two.
· Pump sizing is based on initial well capacity estimates, changes in well capacities may result in
resizing of pumps, Electrical system resizing effort is not included.
· The City will have the MCC megger tested for corrosion and capacity.
· Existing well pump motors are inverter duty rated and will accept a VFD with no modifications.
· New motors will match existing configuration with over temperature protection and anti-condensa-
tion motor heaters.
· New pumps to have same startup discharge valve arrangement as it is for existing well pumps.
Subtask 415 Instrumentation and Controls (I&C)
Activities:
· Complete P&IDs, add control wiring diagrams and instrumentation installation details.
· Coordinate with City for Wellfield control system hardware and software based on City’s I&C
upgrades for the Water Treatment Plant.
· Coordinate with City for communication protocol between Wellfield and Water Treatment Plant.
· Develop control descriptions and instrumentation specifications.
· Review of process mechanical equipment specifications.
· Review of electrical variable frequency drive specification for external signal interface to remote in-
put output (RIO) panel.
Assumptions:
· One new RIO panel will be added in Wellhouse 2 to serve all wellhouses and network to Water
Treatment Plant’s PLC via existing fiber optic cabling.
· The two new wellhouses will have readouts for local instruments and local controls for pumps.
· New flowmeters will be provided for the new and existing wellhouses. No pH, temperature, or
conductivity probes will be provided.
Subtask 416 Building Mechanical
Activities:
· Develop installation details for HVAC equipment.
Haller Wellfield Improvement Project – Amendment 3
5
Arlington Haller Amendment 03_Post 2nd City Review_101823
· Develop specifications for equipment, installation, and testing.
· Code review and analysis
Assumptions:
· Heating and cooling will be provided via mini-split heat pump in the Wellhouse 2 electrical room only.
Wellhouses 4 and 5 will be cooled via exhaust fans.
· Heating will be provided via Electric Unit Heaters in Wellhouses 4 and 5 for freeze protection only.
· No plumbing work is assumed.
· No changes to existing heater or exhaust fan in Wellhouse 3.
Subtask 417 Architectural
Activities:
· Design new wellhouses 4 and 5 to match existing aesthetics.
· Insulation / finishing of Wellhouse 2 electrical room to meet current energy code.
Assumptions:
· New wellhouses will be similar in style to existing site buildings.
Subtask 418 Structural
Activities:
· Updates to previous calculations
· Continued development of new wellhouse structures
Assumptions:
· New wellhouses will be CMU block with steel beams for roof structure
· Pump to waste infiltration vault will be pre-cast
· Deep foundations or piles will not be required.
· Steel framing and decking will be used for roof.
· Seismic information from HWA is required at beginning of 90% design.
· Two drawings will be provided to cover the plan and sections of the wellhouse.
Subtask 419: QA/QC and Design Submittal Preparation
Activities:
· Senior review of detailed design package
· Preparing 90% design submittal for City review
Task 420: Stairs Final Design
Subtask 421 Civil
Activities:
· Update stairway design to 6-feet wide
· Sizing of ditch culvert needed under stair landing
· Add fencing near existing bridge to block footpath to Cox Ave
Subtask 422 Structural
Activities:
· Continued development of stairway design drawings and calculations
Haller Wellfield Improvement Project – Amendment 3
6
Arlington Haller Amendment 03_Post 2nd City Review_101823
· Coordination with geotechnical findings
· Detailing of handrails
· Detailing of signage anchorage and foundations per comment #12
· Detailing of fencing foundations per comment #12
Assumptions:
· Stairway will be widened to 6-feet wide
· Landings shall be extended to 4ft in direction of travel
· Geotechnical report shall provide foundation recommendations and address slope stability.
· Stair shall be cast-in-place concrete on grade (contingent on geotechnical report)
· Assuming deep foundations will not be required (contingent on geotechnical findings)
· One drawing will be provided.
Task 430: Construction Cost Estimate
BC’s Cost Estimating group will prepare a Class 2 Opinion of Probable Construction Cost based on the 90%
documents.
Task 440: Bid Documents
Respond to City comments on the Final Design and prepare a bid-ready set of drawings and specifications.
Activities:
· Respond to City comments in a spreadsheet or table format.
· Update drawings and specifications in response to comments.
· Provide sealed and signed drawings and specifications, in electronic format, for City to post for bid.
Task 450: Bid Support
Activities:
· Attend the pre-bid conference and one site tour (BC project manager and one technical team
member)
· Provide technical input on bidder questions.
· Prepare bid addenda
· Support review and evaluation of bids and bidder qualifications
Assumptions:
· City will schedule and organize pre-bid activities. These activities will last 4 hours.
· BC will respond to 10 bidder questions.
· Up to two bid addenda will be prepared, consisting of spec revisions and/or drawing updates.
Task 460: Permit Support
Activities:
· Finalize SEPA checklist
· Complete energy code envelope forms
Assumptions:
· All permitting will be submitted, and fees paid for by the City
· The City is responsible for determining which permits are required to construct.
· The City will handle the building permit application and the application for the County flood hazard
permit.
Haller Wellfield Improvement Project – Amendment 3
| 7
Arlington Haller Amendment 03_Post 2nd City Review_101823
Schedule
Assumptions:
· City review period for 60% design is 3 weeks.
· City review period for Final Design will be two weeks.
· Well drilling will begin in mid-October. Well capacities for 4 and 5 will be known by mid-December.
· Results from seismic analysis for site classification will be available by January 23rd.
Amendment 3 Haller Wellfield Expansion Proposed Budget
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Wagner
Phase Task Description PM PA
Overall
QC/ Mech
QC
DM/Mech
Building
Mech
Building
Mech
QA/QC Electrical Electrical
Electrical
CAD I&C
I&C
QA/QC
Structural
Structural
QAQC
Civ
QAQC/
Permitting Civil
Civil
CAD
Struc
CAD
I&C
CAD
Proc-
Mech
CAD
Proc-
Mech
CAD
Cost
Estimator
Cost
Estimator PIC Acct.
Total
Labor
Hours
Total Labor
Effort Cost Expense Total Expense Cost Total Effort
$269 $110 $275 $246 $155 $269 $135 $269 $145 $269 $250 $173 $300 $300 $151 $159 $173 $124 $190 $124 $225 $300 $385 $110
100 Project Management 46 8 0 32 0 0 7 0 0 4 0 4 0 0 4 0 0 0 0 0 0 0 2 8 115 $26,099 $0 $1,871 $1,871 $27,970
210 Client Meetings 12 10 7 4 4 4 41 $9,007 $1,871
220 Project Schedule 8 6 14 $3,629
230 Ongoing-PM 26 8 16 2 8 60 $13,463
400 ***Detailed Design 34 0 12 156 50 4 138 16 49 58 8 96 8 20 128 90 66 16 4 64 24 4 0 0 1045 $194,665 $30,365 $30,365 $225,030
402 Geotechnical Investigation 2 6 4 1 13 $2,339
410 Wellfield Final Design
411 Team Meetings, Design Coordination, front end specs 12 42 12 12 12 12 12 114 $24,164 $1,920
412 Process-Mechanical 72 2 32 106 $22,075
413 Civil 74 69 143 $22,145
414 Electrical 120 49 169 $23,305
415 I&C 40 16 56 $12,744
416 Building Mechanical 36 2 32 70 $9,928
417 Architectural 0 $0 $22,865
418 Structural 52 34 86 $14,878
419 QA/QC and Design Submittal Preparation 8 12 16 4 16 8 8 16 88 $23,971
420 Stairs Final Design
421 Civil 20 20 40 $6,200
422 Structural 16 32 48 $8,304
430 Construction Cost Estimate 2 4 24 4 34 $8,123
440 Bid Documents 4 10 2 2 2 2 22 $4,994 $3,660
450 Bid Support 6 8 2 4 4 8 8 40 $8,102 $1,280
460 Permit Support 4 4 8 16 $3,393 $640
TOTAL 80 8 12 188 50 4 145 16 49 62 8 100 8 20 132 90 66 16 4 64 24 4 2 8 1160 $220,764 $30,365 $1,871 $32,236 $253,000