The URL can be used to link to this page

Home My WebLink About12-11-23 Council WorkshopSPECIAL 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 Mayor's Volunteer Award to Virginia Hatch Recognizing Councilmember Marilyn Oertle Recognizing Airport Director Dave Ryan Mayor Barb Tolbert WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN ATTACHMENT A ATTACHMENT B ATTACHMENT C ATTACHMENT D ATTACHMENT E 1.Ordinance Amending the 2023 Budget and Modifying the 2024 Budget Staff Presentation: Kristin Garcia Council Liaison: Mayor Pro Tem Jan Schuette 2.Interlocal Agreements with Snohomish County and Arlington School District No. 16 for Pickleball Courts Staff Presentation: Paul Ellis Council Liaison: Marilyn Oertle 3.Interlocal Agreements with Snohomish County for Funding Jensen Restroom Project Staff Presentation: Sarah Lopez Council Liaison: Marilyn Oertle 4.Permit Fee Waiver Request for Jensen Park Restroom Project Staff Presentation: Sarah Lopez Council Liaison: Debora Nelson 5.Memorandum of Understanding with Rotary Club of Arlington for Jensen Park Bicycle Pump Track Staff Presentation: Sarah Lopez Council Liaison: Debora Nelson Arlington City Council Workshop Monday, December 11, 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. 6. Process Solutions Contract for Engineering Services and SCADA Support ATTACHMENT F Staff Presentation: Jim Kelly Council Liaison: Heather Logan 7. Parametrix Contract for 2024-2025 Utility and Pavement Preservation ATTACHMENT G Project Design Staff Presentation: Jim Kelly Council Liaison: Yvonne Gallardo-Van Ornam 8. Stormwater Capacity Grant Agreement for Fiscal Years 2023-2025 ATTACHMENT H Staff Presentation: Jim Kelly Council Liaison: Michele Blythe 9. Contract with BHC for Water Treatment Plant Design ATTACHMENT I Staff Presentation: Jim Kelly Council Liaison: Heather Logan 10. Permit Fee Waiver Request for Installation of Police Cameras ATTACHMENT J Staff Presentation: Jonathan Ventura Council Liaison: Don Vanney ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT COMMENTS FROM COUNCILMEMBERS/COUNCILMEMBER REPORTS PUBLIC COMMENT For members of the public who wish to speak to the Council. Please limit your remarks to three minutes. REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING EXECUTIVE SESSION To review collective bargaining negotiations, grievances, or discussions regarding the interpretation or application of a labor agreement [RCW 42.30.140(4)]. Mayor Barb Tolbert / City Attorney Steve Peiffle RECONVENE ADJOURNMENT Mayor Pro Tem Jan Schuette / Mayor Barb Tolbert City of Arlington Council Agenda Bill WS #1 Attachment December 11, 2023 Ordinance Amending the 2023 Budget and Modifying the 2024 Budget An Ordinance Amending Ordinance 2022-036 (including Exhibits A and B) 2023 Budget Amendment Summary 2024 Budget Modification Summary Finance; Kristin Garcia, Director 360-403-3431 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: non-rep salary schedules are included as a technicality. When the non-rep salary schedules for 2023 and 2024 were presented to council on December 19, 2022, the motion to approve only included the 2023 schedule, the 2024 schedule needs to be formally approved by council. A few title changes are reflected in the schedule (in red), pay ranges and pay grades are all the same as before. A public hearing on the proposed 2023/2024 budget amendments and modifications will be held December 18, 2023. Council will be asked to take action on the attached ordinance following the public hearing. Staff presented preliminary budget amendments and modifications to council at the October 6, 2023 budget retreat. move to approve the ordinance amending the budget section of the 2023/2024 biennial budget for the City of Arlington and authorize the Mayor to sign the ordinance.” 2023/2024 BUDGET AMENDMENTS AND MODIFICATIONS A preliminary draft was presented to council at the October 6, 2023 budget retreat. As more information has become available about the status of expenses and projects, some updates have been made. Here is a list of the major changes since the budget retreat; 2023 • Removed increases for implementation of non-rep salary schedules. Those costs have been managed within existing department budgets. • Increased jail services based on current level of billing. • Added police overtime, overtime exceeds budget due to injuries, family leave and meeting minimum staffing requirements. • Removed amendments for Funds 305 and 306 as expenses will be within adopted budget, no need to increase the original budget. • Increased the airport operating transfer to airport reserves as operating revenues exceed expenses, any excess is typically transferred to the reserve fund. • Increased transfer from utility operating accounts to utility capital reserves as operating revenues exceed expenses, any excess is typically transferred to the capital reserve funds. Discretionary examples include; transfer from operating funds to reserve funds, operating supplies/equipment. Non- Discretionary examples include; grant funded equipment, overtime to meet minimum staffing, transportation or utility projects for the health and safety of the community, expenses under contractual obligations (jail services, mobile integrated health, fire marshal services). 40% 39% 17% 4% EXPENSE CATEGORIES Capital Projects Transfers Operations Personnel 8% 39% 20% 17% 16% FUNDING SOURCES Grants Transfers Accumulated Reserves Revenue Increases Bonds Discretionary 25% Non-Discretionary 75% 2024 • Increased jail services based on current level of billing. • Moved all of cybersecurity grant expenses to 2024. • Moved unused budget for the Island Crossing Sub Area Plan as project won’t be completed by end of 2023. • Move existing budget for thermoplastic work which won’t be done in 2023. • Increased WCIA insurance premiums for all departments based on premium renewal for 2024. • Moving existing budgets for several transportation, utility and park projects; o Broadway/Division o 169th Street Segment o Jensen Park Restrooms o 520 Zone Booster o Water Well System Construction o Water Treatment Plant Design o 67th Avenue Sewer Main o Prairie Creek Culvert Discretionary examples include; wage market adjustments, operating supplies/equipment, improvements to facilities (carpet, ADA lift), training. Non-Discretionary examples include; transportation or utility projects for the health and safety of the community, expenses under contractual obligations (jail services, mobile integrated health, fire marshal services, liability insurance) expenses already under grant or contractual commitments. 67% 23% 9%1% EXPENSE CATEGORIES Capital Projects Transfers Operations Personnel 20% 23%50% 7% FUNDING SOURCES Grants Transfers Accumulated Reserves Revenue Increases Discretionary 5% Non-Discretionary 95% 1 ORDINANCE NO. 2023—XXX AN ORDINANCE AMENDING ORDINANCE 2022-036 WHICH ADOPTED THE 2023 – 2024 BIENNIAL BUDGET OF THE CITY OF ARLINGTON BY PROVIDING TRANSFER AND ADJUSTMENT AUTHORITY FOR CALENDAR YEARS 2023 AND 2024 WHEREAS, staff has identified the need to make certain revisions to the 2023- 2024 Biennial Budget that were not foreseen when Ordinance No. 2022-036 was adopted on November 7, 2022, and WHEREAS, this ordinance was introduced with proper notice and citizens have been given the opportunity to comment, and WHEREAS, because this will require increasing the appropriation level in one or more funds, an amendment is needed, NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON WASHINGTON AS FOLLOWS; Section 1. Pursuant to RCW 35A.34.130, the 2023 Budget section of the 2023-2024 biennial budget is hereby amended to provide for adjustments to expenditures, and by providing authority for any necessary transfers of money within or between funds as indicated in the “Amendment” column on the attached document Exhibit A. Section 2. That the attached is a summary of the amended budget for the year 2023 for the City of Arlington and that copies of the detailed amended budget are available to any interested taxpayer at the Finance Department, City Hall, Arlington, Washington. Section 3. Pursuant to RCW 35A.34.130, the 2024 Budget section of the 2023-2024 biennial budget is hereby modified to provide for adjustments to expenditures, and by providing authority for any necessary transfers of money within or between funds as indicated in the “Modifications” column on the attached document Exhibit B. Section 4. That the attached is a summary of the modified budget for the year 2024 for the City of Arlington and that copies of the detailed modified budget are available to any interested taxpayer at the Finance Department, City Hall, Arlington, Washington. Section 5. The following salary schedules as set forth in Exhibit C and Exhibit D representing positions and pay ranges as reflected in the 2024 budget is hereby adopted. 2 Section 6. This ordinance shall be in full force and effect five days after its passage and publication of a summary consisting of the ordinance title hereof as authorized by law. Passed by the City Council and APPROVED by the Mayor this 18th day of December, 2023. CITY OF ARLINGTON _______________________________ Barbara Tolbert, Mayor ATTEST: ___________________________________ Wendy Van Der Meersche, City Clerk APPROVED AS TO FORM: ____________________________________ Steven J. Peiffle, City Attorney EXHIBIT A 2023 AMENDMENTS ADOPTED BUDGET AMENDED BUDGET ORDINANCE 2022-036 AMENDMENTS ORDINANCE GENERAL FUND 21,454,583 1,419,000 22,873,583 GENERAL FUND MANDATORY RESERVE FUND - - PROGRAM DEVELOPMENT FUND - GENERAL 45,000 45,000 CED PERMITTING FUND 1,106,563 50,000 1,156,563 AMERICAN RESCUE PLAN ACT 2,990,851 2,990,851 STREETS MAINTENANCE FUND 935,854 125,000 1,060,854 GROWTH FUND 1,285,487 1,285,487 PUBLIC ART FUND 205,000 205,000 LODGING TAX FUND 211,107 211,107 CEMETERY FUND 454,210 100,000 554,210 TRANSPORTATION SALES TAX FUND 2,660,555 2,660,555 REET 1 FUND 1,084,700 1,084,700 REET 2 FUND 1,092,161 1,092,161 CAPITAL FACILITIES/BUILDING FUND 2,614,745 2,614,745 BOND CONSTRUCTION FUND 2,575,000 2,575,000 TRANSPORTATION IMPROVEMENT FUND 5,134,210 5,134,210 PARK IMPROVEMENT 3,889,871 3,889,871 CEMETERY CAPITAL IMPROVEMENTS FUND - 14,000 14,000 EQUIPMENT REPLACEMENT FUND 1,440,498 770,668 2,211,166 AIRPORT FUND 4,334,047 400,000 4,734,047 WATER FUND 4,507,766 225,000 4,732,766 SEWER FUND 6,876,992 225,000 7,101,992 WATER IMPROVEMENT FUND 5,410,000 800,000 6,210,000 SEWER IMPROVEMENT FUND 2,395,000 2,395,000 STORM WATER CIP FUND 1,702,500 1,702,500 AIRPORT RESERVE FUND - W/S BOND RESERVE FUND - - STORMWATER MANAGEMENT FUND 1,320,353 25,000 1,345,353 AIRPORT CIP - 150,000 150,000 MAINTENANCE & OPERATIONS FUND 2,741,581 37,900 2,779,481 CEMETERY PRE-NEED TRUST FUND 4,000 47,000 51,000 CITY FIDUCIARY ACTIVITY 147,450 147,450 CEMETERY ENDOWMENT FUND - - GRAND TOTAL ALL FUNDS 78,620,084 4,388,568 83,008,652 EXHIBIT B 2024 MODIFICATIONS ADOPTED BUDGET MODIFIED BUDGET ORDINANCE 2022-036 MODIFICATIONS ORDINANCE GENERAL FUND 21,800,174$ 1,599,000$ 23,399,174$ GENERAL FUND MANDATORY RESERVE FUND - -$ PROGRAM DEVELOPMENT FUND - GENERAL 26,000 26,000$ CED PERMITTING FUND 1,586,235 1,586,235$ AMERICAN RESCUE PLAN ACT 320,483 1,901,357 2,221,840$ STREETS MAINTENANCE FUND 976,091 90,000 1,066,091$ GROWTH FUND 2,987,500 1,401,001 4,388,501$ PUBLIC ART FUND 205,000 55,000 260,000$ LODGING TAX FUND 211,479 211,479$ CEMETERY FUND 481,656 10,500 492,156$ TRANSPORTATION SALES TAX FUND 2,615,000 570,000 3,185,000$ REET 1 FUND 520,538 456,861 977,399$ REET 2 FUND 525,400 456,861 982,261$ CAPITAL FACILITIES/BUILDING FUND 1,874,744 641,000 2,515,744$ TRANSPORTATION IMPROVEMENT FUND 19,232,500 1,100,000 20,332,500$ PARK IMPROVEMENT 52,100 3,785,358 3,837,458$ CEMETERY CAPITAL IMPROVEMENTS FUND - -$ EQUIPMENT REPLACEMENT FUND 961,529 255,000 1,216,529$ AIRPORT FUND 4,353,130 314,500 4,667,630$ WATER FUND 4,672,314 37,000 4,709,314$ SEWER FUND 7,132,923 57,000 7,189,923$ WATER IMPROVEMENT FUND 2,310,000 2,200,000 4,510,000$ SEWER IMPROVEMENT FUND 1,760,000 1,400,000 3,160,000$ STORM WATER CIP FUND 675,000 1,492,500 2,167,500$ AIRPORT RESERVE FUND 2,215,500 2,215,500$ W/S BOND RESERVE FUND - -$ STORMWATER MANAGEMENT FUND 1,285,707 12,500 1,298,207$ AIRPORT CIP 6,951,500 6,951,500$ MAINTENANCE & OPERATIONS FUND 3,018,836 18,000 3,036,836$ CEMETERY PRE-NEED TRUST FUND 4,000 4,000$ CITY FIDUCIARY ACTIVITY 147,450 147,450$ CEMETERY ENDOWMENT FUND -$ GRAND TOTAL ALL FUNDS 88,902,789$ 17,853,438$ 106,756,227$ EXHIBIT C Pay Grade Position Title Step 2 Step 3 Step 4 Step 5M Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 A Seasonal Maintenance Laborers 18.82 19.34 19.87 20.39 A Finance Intern A GIS Seasonal Worker B 4,782 4,926 5,073 5,226 5,330 5,437 5,546 5,656 5,770 5,885 6,003 6,123 B 57,387 59,109 60,882 62,708 63,962 65,242 66,546 67,877 69,235 70,620 72,032 73,473 G Executive Analyst 6,345 6,535 6,731 6,933 7,072 7,213 7,357 7,504 7,655 7,808 7,964 8,123 G 76,136 78,420 80,773 83,196 84,860 86,557 88,288 90,054 91,855 93,692 95,566 97,477 H Communications Specialist 6,852 7,058 7,270 7,488 7,637 7,790 7,946 8,105 8,267 8,432 8,601 8,773 H Deputy Clerk 82,227 84,694 87,235 89,852 91,649 93,482 95,351 97,258 99,203 101,188 103,211 105,276 H Police Services Supervisor I City Clerk/Executive Assistant 7,400 7,622 7,851 8,087 8,248 8,413 8,582 8,753 8,928 9,107 9,289 9,475 I Finance Accountant 88,805 91,469 94,213 97,040 98,981 100,960 102,979 105,039 107,140 109,283 111,468 113,698 I Payroll Accountant I PW Accountant J GIS Manager 7,992 8,232 8,479 8,734 8,908 9,086 9,268 9,454 9,643 9,835 10,032 10,233 J M&O Supervisor 95,910 98,787 101,750 104,803 106,899 109,037 111,218 113,442 115,711 118,025 120,386 122,793 K Airport Operations Manager 8,632 8,891 9,158 9,432 9,621 9,813 10,010 10,210 10,414 10,622 10,835 11,051 K Finance Supervisor 103,582 106,690 109,890 113,187 115,451 117,760 120,115 122,517 124,968 127,467 130,017 132,617 K Police Services Manager K Water Utility Supervisor K WW Utility Supervisor L Building Official 9,322 9,602 9,890 10,187 10,391 10,598 10,810 11,027 11,247 11,472 11,701 11,936 L Development Services Manager 111,869 115,225 118,682 122,242 124,687 127,181 129,724 132,319 134,965 137,665 140,418 143,226 L M&O Manager L Natural Resources/ SW Manager L Planning Manager L Utilities Manager M Community Engagement Director 10,068 10,370 10,681 11,002 11,222 11,446 11,675 11,909 12,147 12,390 12,638 12,890 M Enterprise Data and Technology Mgr.120,818 124,443 128,176 132,022 134,662 137,355 140,102 142,904 145,762 148,678 151,651 154,684 M Human Resources Director N Assistant Finance Director 10,874 11,200 11,536 11,882 12,120 12,362 12,609 12,861 13,119 13,381 13,649 13,922 N City Engineer 130,484 134,398 138,430 142,583 145,435 148,344 151,310 154,337 157,423 160,572 163,783 167,059 N Permit Center Manager O Deputy Public Works Director 11,961 12,320 12,689 13,070 13,332 13,598 13,870 14,148 14,430 14,719 15,013 15,314 O Police Lieutenant 143,532 147,838 152,273 156,842 159,978 163,178 166,442 169,770 173,166 176,629 180,162 183,765 O IT Manager P Human Resources Director 12,565 12,942 13,330 13,730 14,005 14,285 14,571 14,862 15,159 15,462 15,772 16,087 P 150,781 155,304 159,963 164,762 168,057 171,418 174,847 178,344 181,911 185,549 189,260 193,045 Q Administrative Services Director 13,193 13,589 13,997 14,417 14,705 14,999 15,299 15,605 15,917 16,236 16,560 16,891 Q Airport Director 158,320 163,069 167,961 173,000 176,460 179,989 183,589 187,261 191,006 194,826 198,723 202,697 Q Deputy Police Chief R CED Director 13,853 14,269 14,697 15,138 15,440 15,749 16,064 16,385 16,713 17,047 17,388 17,736 R Finance Director 166,236 171,223 176,359 181,650 185,283 188,989 192,769 196,624 200,557 204,568 208,659 212,832 January 2024 Non-Represented Employees EXHIBIT C R Information Technology Director R Public Works Director S Police Chief 14,483 14,918 15,365 15,826 16,143 16,466 16,795 17,131 17,473 17,823 18,179 18,543 S 173,799 179,013 184,384 189,915 193,714 197,588 201,540 205,570 209,682 213,875 218,153 222,516 T City Administrator 15,932 16,410 16,902 17,409 17,757 18,112 18,474 18,844 19,221 19,605 19,997 20,397 T 191,179 196,915 202,822 208,907 213,085 217,347 221,694 226,127 230,650 235,263 239,968 244,768 EXHIBIT D Pay Grade Position Title Step 2 Step 3 Step 4 Step 5M Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 A Seasonal Maintenance Laborers 19.20 19.73 20.27 20.80 A Finance Intern A GIS Seasonal Worker B 4,878 5,024 5,175 5,330 5,437 5,546 5,656 5,770 5,885 6,003 6,123 6,245 B 58,535 60,291 62,100 63,963 65,242 66,547 67,878 69,235 70,620 72,032 73,473 74,942 G Executive Analyst 6,472 6,666 6,866 7,072 7,213 7,357 7,505 7,655 7,808 7,964 8,123 8,286 G 77,659 79,989 82,388 84,860 86,557 88,288 90,054 91,855 93,692 95,566 97,478 99,427 H Communications Specialist 6,989 7,199 7,415 7,637 7,790 7,946 8,105 8,267 8,432 8,601 8,773 8,948 H Deputy Clerk 83,872 86,388 88,980 91,649 93,482 95,352 97,259 99,204 101,188 103,212 105,276 107,381 H Police Services Supervisor I City Clerk/Executive Assistant 7,548 7,775 8,008 8,248 8,413 8,582 8,753 8,928 9,107 9,289 9,475 9,664 I Finance Accountant 90,581 93,299 96,098 98,981 100,960 102,980 105,039 107,140 109,283 111,468 113,698 115,972 I Payroll Accountant I PW Accountant J GIS Manager 8,152 8,397 8,649 8,908 9,086 9,268 9,454 9,643 9,835 10,032 10,233 10,437 J M&O Supervisor 97,828 100,763 103,786 106,899 109,037 111,218 113,442 115,711 118,025 120,386 122,794 125,250 K Airport Operations Manager 8,805 9,069 9,341 9,621 9,813 10,010 10,210 10,414 10,622 10,835 11,051 11,272 K Finance Supervisor 105,654 108,824 112,089 115,451 117,760 120,115 122,518 124,968 127,468 130,017 132,617 135,270 K Police Services Manager K Water Utility Supervisor K WW Utility Supervisor L Building Official 9,509 9,794 10,088 10,391 10,598 10,810 11,027 11,247 11,472 11,702 11,936 12,174 L Development Services Manager 114,107 117,530 121,056 124,687 127,181 129,725 132,319 134,966 137,665 140,418 143,227 146,091 L M&O Manager L Natural Resources/ SW Manager L Planning Manager L Utilities Manager M Community Engagement Director 10,270 10,578 10,895 11,222 11,446 11,675 11,909 12,147 12,390 12,638 12,890 13,148 M Enterprise Data and Technology Mgr.123,235 126,932 130,740 134,662 137,356 140,103 142,905 145,763 148,678 151,652 154,685 157,778 M Human Resources Director N Assistant Finance Director 11,091 11,424 11,767 12,120 12,362 12,609 12,861 13,119 13,381 13,649 13,922 14,200 N City Engineer 133,094 137,087 141,199 145,435 148,344 151,311 154,337 157,424 160,572 163,784 167,059 170,401 N Permit Center Manager O Deputy Public Works Director 12,200 12,566 12,943 13,332 13,598 13,870 14,148 14,431 14,719 15,014 15,314 15,620 O Police Lieutenant 146,403 150,795 155,319 159,979 163,178 166,442 169,771 173,166 176,630 180,162 183,765 187,441 O IT Manager P Human Resources Director 12,816 13,201 13,597 14,005 14,285 14,571 14,862 15,159 15,462 15,772 16,087 16,409 P 153,797 158,411 163,163 168,058 171,419 174,847 178,344 181,911 185,549 189,260 193,046 196,906 Q Administrative Services Director 13,457 13,861 14,277 14,705 14,999 15,299 15,605 15,917 16,236 16,560 16,891 17,229 Q Airport Director 161,487 166,331 171,321 176,461 179,990 183,590 187,261 191,007 194,827 198,723 202,698 206,752 Q Deputy Police Chief R CED Director 14,130 14,554 14,991 15,440 15,749 16,064 16,385 16,713 17,047 17,388 17,736 18,091 R Finance Director 169,561 174,648 179,887 185,284 188,989 192,769 196,625 200,557 204,568 208,660 212,833 217,089 July 2024 Non-Represented Employees EXHIBIT D R Information Technology Director R Public Works Director S Police Chief 14,773 15,216 15,673 16,143 16,466 16,795 17,131 17,474 17,823 18,179 18,543 18,914 S 177,276 182,594 188,072 193,714 197,588 201,540 205,571 209,682 213,876 218,154 222,517 226,967 T City Administrator 16,250 16,738 17,240 17,757 18,112 18,475 18,844 19,221 19,605 19,997 20,397 20,805 T 195,003 200,854 206,879 213,086 217,347 221,694 226,128 230,651 235,264 239,969 244,768 249,664 2023 BUDGET AMENDMENTS 12/11/2023 FUND Council Approval Date Item Amendment Notes 001 - GENERAL Approved in 2023/2024 Budget Police Overtime $ 100,000 Originally budgeted $300,000 for patrol operations overtime. Due to injuries, family leave and other absences overtime was incurred to meet minimum staffing. 001 - GENERAL 6/20/2023 First Amendment to Interlocal Agreement with NCRFA $ 57,000 Fire Marshal/Investigative Services. $27,000 to resolve 2021/2022 and $30,000 for 2023. 001 - GENERAL Approved in 2023/2024 Budget Jail Services $ 400,000 County has billed us through July and total costs are $62,000 over budget. A few years ago the County restructured the contract significantly impacting the fees. The best estimation was made for these impacts when the budget was developed in 2022. 001 - GENERAL Ordinances approved by council in 2022 – various dates Official Publication – Civics Plus services $ 19,000 Municipal Code updates more than anticipated when the budget was developed. This was for the 2022 Ordinances related to land use, zoning....etc. 001 - GENERAL Technology Investigation Equipment $ 68,000 Police department received a grant to pay for equipment and training for 2 years for software that will allow for technology investigations. 001 - GENERAL 10/2/2021 Body Cameras $ 75,000 Council approved purchase of cameras in 2021 however this item was overlooked when the 2023 and 2024 budget was developed. The cameras have an ongoing subscription so there will be annual costs to support their use and extraction of data. 001 - GENERAL Discussed with council in the July 2023 financial report Mobile Integrated Health Program $ 150,000 The State legislature allocated an additional $750,000 for 2023 - 2025. The program extension was unknown at the time the budget was developed. 100% funded by the State. 001 - GENERAL Discussed with council in the April 2023 financial report Increase Transfer to Mandatory Reserve $ 550,000 Funded by construction sales tax. This would fully fund the mandatory reserve at 16% of budgeted tax/license/permit revenue. TOTAL - 001 $ 1,419,000 006 - PERMITTING Approved in 2023/2024 Budget Increase Transfer to General Fund $ 50,000 Contingency for any large Safebuilt invoices that are received in December. Permit revenues reimburse the general fund for any costs related to the processing of permits. TOTAL - 006 $ 50,000 101 - STREETS Approved in 2023/2024 Budget Increase Transfer to M&O $ 125,000 Original budget authorized $219,092 however the street services performed by M&O staff exceed what was budgeted. Early 2023 snow event and winter windstorms. TOTAL - 101 $ 125,000 1 2023 BUDGET AMENDMENTS 12/11/2023 116- CEMETERY Approved in 2023/2024 Budget Increase Transfer to Cemetery Capital Fund $ 100,000 Original budget authorized a transfer of $20,000. The increase in budget will allow transferring excess revenues over expenses to cemetery capital reserve for future projects. TOTAL - 116 $ 100,000 316- CEMETERY CAPITAL Discussed with Cemetery Commission Wayfinding signage – Cemetery $ 14,000 Beautification of the Cemetery and to assist in finding loved ones. Paid for by Cemetery Capital Reserves. TOTAL - 316 $ 14,000 320 - EQUIPMENT REPLACEMENT Approved 10/23/2022 Police Vehicle Lease $ 40,000 The police vehicle lease did not include licensing and taxes. Those were unanticipated additional costs. 320 - EQUIPMENT REPLACEMENT Approved in 2023/2024 Budget Water/Sewer – SCADA licensing and support $ 40,000 Additional licensing needed to create stability for the water/sewer SCADA system (Supervisory Control and Data Acquisition system). Budgeted item but came in more than expected. It’s needed to monitor the critical utility infrastructure. 320 - EQUIPMENT REPLACEMENT Approved 10/23/2022 Police Vehicle Lease $ 690,668 This lease was structured a bit differently than a typical lease. It was actually like a line of credit where we had to "draw down" funds to authorize payment to the vendor. As such, accounting standards require that we record the entire amount of the lease as "bond proceeds". This is an accounting transaction, the annual lease payment will be recorded as principal and interest payments. TOTAL - 320 $ 770,668 402 - AIRPORT Approved in 2023/2024 Budget Increase Transfer to Reserves $ 400,000 Original budget has a transfer of $450,000 to airport reserve fund. Fund balance will have enough to transfer an additional $400,000 to the reserve account while maintaining operating expense reserves. TOTAL - 402 $ 400,000 403 - Water Approved in 2023/2024 Budget Overtime $ 15,000 Staffing turnover and projects. 403 - Water Transfer to M&O staff time $ 10,000 Changed to actual hours posted to payroll in 2023 2 2023 BUDGET AMENDMENTS 12/11/2023 403 - Water Approved in 2023/2024 Budget Increase Transfer to Water Capital $ 200,000 Current budget is $800,000 transfer to water capital. Fund balance will have enough to transfer an additional $200,000 while maintaining operating expense reserves. Total - 403 $ 225,000 404 - Sewer Approved in 2023/2024 Budget Overtime $ 15,000 Staffing turnover and projects. 404 - Sewer Transfer to M&O staff time $ 10,000 Changed to actual hours posted to payroll in 2023 404 - Sewer Approved in 2023/2024 Budget Increase Transfer to Sewer Capital $ 200,000 Current budget is $600,000 transfer to sewer capital. Fund balance will have enough to transfer an additional $200,000 while maintaining operating expense reserves. Total - 404 $ 225,000 405 - Water Capital Approved in 2023/2024 Budget Reservoir Improvements - Gleneagle Reservoir Roof Collapse $ 800,000 Original budget included $1 million for reservoir improvement, however with the Gleneagle Reservoir roof collapse the budget needs to be increased. Total - 405 $ 800,000 412 - Storm Approved in 2023/2024 Budget Increase Transfer to Storm Capital $ 25,000 Current budget is $248,000 transfer to storm capital. Fund balance will have enough to transfer an additional $25,000 while maintaining operating expense reserves. TOTAL - 412 25,000$ 413 - Airport CIP Approved in 2022 Budget Runway 16/34 Overlay $ 150,000 Project was originally budgeted in 2022 but was delayed and will be completed by end of 2023. TOTAL - 413 $ 150,000 504 - M&O Fuel $ 6,400 Increase in gas prices 504 - M&O Leave payout $ 9,500 Employee turnover. 3 2023 BUDGET AMENDMENTS 12/11/2023 504 - M&O Overtime $ 10,000 Snow event early 2023, winter storms, events, staff turnover 504 - M&O Shop Supplies $ 12,000 Water/Sewer added transfer in for workers hours for their dept - more supplies TOTAL - 504 37,900$ 622 - Cemetery Pre-Need Discussed in the April 2023 financial report Cemetery Pre-Need $ 47,000 Refunding cemetery operations fund for the portion of prepaid services that was deposited into the cemetery pre-need fund. Pre- need fund should only deposit the amount needed to purchase supplies. TOTAL - 622 47,000$ SUB TOTAL GENERAL FUND 1,419,000$ 32% SUB TOTAL ALL OTHER FUNDS 2,969,568$ 68% GRAND TOTAL ALL MODIFICATIONS 4,388,568$ 4 2024 BUDGET MODIFICATIONS 12/11/2023 FUND Council Approval Date Item Amendment Notes 001 - GENERAL 12/19/2023 Non-represented salary schedules $ 120,000 Implementation of non-rep compensation survey from McGrath Human Resources Group. 001 - GENERAL 6/20/2023 First Amendment to Interlocal Agreement with NCRFA $ 30,000 Fire Marshal/Investigative Services. 001 - GENERAL Approved in 2023/2024 Budget Jail Services $ 500,000 Based on 2023 expenses, likely 2024 budget won't be adequate. Due to restructured contract from Snohomish County. 001 - GENERAL Technology Investigation Equipment $ 68,000 Police department received a grant to pay for equipment and training for 2 years for software that will allow for technology investigations. 001 - GENERAL 10/2/2021 Body Cameras $ 75,000 Council approved purchase of cameras in 2021 however this item was overlooked when the 2023 and 2024 budget was developed. The cameras have an ongoing subscription so there will be annual costs to support their use and extraction of data. 001 - GENERAL Approved by Citizen Salary Commission Mayor/Council Wages $ 15,000 Implementation of wage adjustments per Citizen Salary Commission. 001 - GENERAL Cybersecurity Grant $ 140,000 Paid for by - Washington Emergency Management Division. 001 - GENERAL Approved in the 2024 budget WCIA Insurance $ 24,000 Premiums increasing by 25% in 2024, budgeted 9% increase. 001 - GENERAL Approved in 2023/2024 Budget Island Crossing Sub Area Plan $ 240,000 Move unused existing budget of $100,000 into 2024 and add $140,000 based on results of RFP's. 001 - GENERAL Discussed with council in the July 2023 financial report Mobile Integrated Health Program $ 375,000 The State legislature allocated an additional $750,000 for 2023 - 2025. The program extension was unknown at the time the budget was developed. 100% funded by the State. 001 - GENERAL Approved in 2023/2024 Budget Cost Increase to Domestic Violence Coordinator Contract $ 12,000 Expected increase to contract. TOTAL - 001 $ 1,599,000 1 2024 BUDGET MODIFICATIONS 12/11/2023 007 - ARPA Approved in 2023 Budget Smokey Point Park $ 1,824,357 Budgeted in 2023 however this project won't be complete by year end. Additionally council approved to move $ 1 million from the Food Court budget to the Smokey Point Park Project. Need to move estimated remaining budget into 2024. Project expensed in the Park Improvement Fund but need to transfer ARPA money into Park Improvement Fund. 007 - ARPA Approved in 2023 Budget Afterschool Program - move existing budget $ 77,000 Contract in development. Moving budget from 2023 to 2024 as contract won't start until 2024. TOTAL - 007 $ 1,901,357 101 - STREETS Approved in 2023 Budget Traffic Services - move existing budget $ 90,000 The 2023 budget included $90,000 for thermoplastics work on city sidewalks. The weather window closed before the contract could perform the work. The contractor has agreed to honor the contract pricing and complete the work in 2024. Moving approved budget from 2023 to 2024. Paid for by fuel taxes. TOTAL - 101 $ 90,000 107 - GROWTH Approved in 2023 Budget Smokey Point Park $ 1,401,001 Budgeted in 2023 however this project won't be complete by year end. Need to move estimated remaining budget into 2024. Project expensed in the Park Improvement Fund but need to transfer park mitigation into Park Improvement Fund. Project paid for by a combination of ARPA funds and park mitigation. TOTAL - 107 $ 1,401,001 111- PUBLIC ART Approved in 2023 Budget Art Projects - move existing budget $ 55,000 Art project approved through the public art fund for Smokey Point. Due to artist health issues, requesting to retain the budget and move it to 2024. TOTAL - 111 $ 55,000 116- CEMETERY Approved in the 2024 budget WCIA Insurance $ 10,500 Premiums increasing by 25% in 2024, budgeted 9% increase. TOTAL - 116 $ 10,500 180- Transportation Sales Tax Approved in 2023 Budget Broadway/Division - move existing budget $ 570,000 Project started in 2023 but bulk of the work will occur in 2024. Paid for by a WSDOT grant and transportation sales tax. TOTAL - 180 $ 570,000 2 2024 BUDGET MODIFICATIONS 12/11/2023 303 - REET 1 Approved in 2023 Budget 169th Completion - move existing budget $ 456,861 The 2023 budget included REET funding for completion of 169th. The project is going out for design so expenses won't be incurred until 2024. Need to move existing budget. TOTAL - 303 $ 456,861 304 - REET 2 Approved in 2023 Budget 169th Completion - move existing budget $ 456,861 The 2023 budget included REET funding for completion of 169th. The project is going out for design so expenses won't be incurred until 2024. Need to move existing budget. TOTAL - 304 $ 456,861 305 - CAPITAL FACILITIES Discussed with council at April retreat City Hall - ADA Lift $ 150,000 With the expansion of the IT department to 4 employees, the downstairs of city hall isn't enough space to accommodate offices, equipment and build stations. Adding a lift to city hall for ADA compliance and to transport IT equipment upstairs. 305 - CAPITAL FACILITIES Discussed with council at April retreat Police HVAC $ 396,000 Implementation of capital facility needs assessment. 305 - CAPITAL FACILITIES Discussed with council at April retreat Carpet - Police Department $ 95,000 Implementation of capital facility needs assessment. TOTAL - 305 $ 641,000 310- TRANSPORTATION Approved in 2023 Budget 169TH Street Segment - move existing budget $ 1,100,000 Project was budgeted in 2023 but most of the work will occur in 2024. Paid for by REET funds, traffic mitigation and FHWA grant. TOTAL - 310 $ 1,100,000 311- PARK IMPROVEMENT Approved in 2023/2024 Budget Smokey Point Park - move remaining budget $ 3,225,358 Budgeted in 2023 however this project won't be complete. Need to move estimated remaining budget into 2024. 311- PARK IMPROVEMENT Approved in 2023/2024 Budget Jensen Park Restrooms - move remaining budget $ 240,000 $100,000 county grant; Move 2023 unused budget to 2024 to cover project. Remaining project budget paid for by construction sales tax. 311- PARK IMPROVEMENT Approved in 2023/2024 Budget Remaining Park Improvement Budget $ 80,000 The 2023 budget included $400,000 for park improvements. This is the estimated budget remaining that needs to be carried over into 2024 to complete the improvement. Examples are Haller Park Fence, replacing the York Park toy, and Terrace Park merry go round. 3 2024 BUDGET MODIFICATIONS 12/11/2023 311- PARK IMPROVEMENT Pickleball Court $ 240,000 County Grant $200,000 to pay for pickleball court. $40,000 of existing park capital funding from construction sales tax. TOTAL - 316 $ 3,785,358 320 - EQUIPMENT REPLACEMENT Approved via APOA CBA Additional take home car $ 180,000 Equipment replacement schedule wasn't updated to include 1 take home car for the additional FTE's added to the budget in 2023/2024. 320 - EQUIPMENT REPLACEMENT Approved in 2023/2024 Budget Replacement of WW-79 $ 75,000 This was originally intended to be replaced through the lease program however this type of vehicle requires specialized equipment that couldn't be accommodated through a lease. It is better to purchase and outfit independently. It has been ordered but will not be delivered into 2024. Moving 2023 budget to 2024. TOTAL - 320 $ 255,000 402 - AIRPORT 12/19/2023 Non-represented salary schedules $ 10,500 Implementation of non-rep compensation survey from McGrath Human Resources Group. 402 - AIRPORT Approved in 2023/2024 Budget Move Airport Restroom Project to 2024 $ 250,000 Already budgeted in 2023 but don't plan to do the project until 2024. This is part of the Food Truck Park project. 402 - AIRPORT Training, Repairs $ 15,000 Increase to training budget due to staff turnover. Plan to do hangar repairs/painting 402 - AIRPORT Approved in the 2024 budget WCIA Insurance $ 19,000 Premiums increasing by 25% in 2024, budgeted 9% increase. 402 - AIRPORT Approved in 2023/2024 Budget Move Leave Payout to 2024 $ 20,000 Expected retirement in 2023 however payout will occur in Jan 2024. Moving 2023 budget to 2024. TOTAL - 402 $ 314,500 403 - WATER 12/19/2023 Non-represented salary schedules $ 14,000 Implementation of non-rep compensation survey from McGrath Human Resources Group. 403 - WATER Approved in the 2024 budget WCIA Insurance $ 23,000 Premiums increasing by 25% in 2024, budgeted 9% increase. Total - 403 $ 37,000 404 - SEWER 12/19/2023 Non-represented salary schedules $ 14,000 Implementation of non-rep compensation survey from McGrath Human Resources Group. 404 - SEWER Approved in the 2024 budget WCIA Insurance $ 43,000 Premiums increasing by 25% in 2024, budgeted 9% increase. 4 2024 BUDGET MODIFICATIONS 12/11/2023 Total - 404 $ 57,000 405 - WATER CAPITAL Approved in the 2023 budget 520 Zone Booster - move existing budget $ 750,000 Budgeted in 2023, project delayed expected to be done in 2024. 405 - WATER CAPITAL Approved in the 2023 budget Water Well System Construction - move existing budget $ 600,000 Project budgeted and started in 2023 expected to be complete in 2024. Move remaining budget from 2023 to 2024. 405-Water Capital Approved in the 2023 budget Water Treatment Plant Design- moving existing budget $ 850,000 Project budgeted and started in 2023 expected to be complete in 2024. Move remaining budget from 2023 to 2024. Total - 405 $ 2,200,000 406 - SEWER CAPITAL Approved in the 2023 budget 67th Ave Sewer Main - move existing budget $ 1,400,000 67th Ave sewer main project expected to start in 2024. Move budget from 2023 to 2024. Total - 406 $ 1,400,000 409 - STORM CAPITAL Approved in the 2023 budget Prairie Creek Culvert - move existing budget $ 1,492,500 Project delayed pending grant award. About 95% funded by FEMA grant. Total - 409 $ 1,492,500 412 - STORM 12/19/2023 Non-represented salary schedules $ 7,500 Implementation of non-rep compensation survey from McGrath Human Resources Group. 412 - STORM Approved in the 2024 budget WCIA Insurance $ 5,000 Premiums increasing by 25% in 2024, budgeted 9% increase. TOTAL - 412 12,500$ 504 - M&O 12/19/2023 Non-represented salary schedules $ 8,000 Implementation of non-rep compensation survey from McGrath Human Resources Group. 504 - M&O Approved in the 2024 budget WCIA Insurance $ 10,000 Premiums increasing by 25% in 2024, budgeted 9% increase. TOTAL - 504 18,000$ SUB TOTAL GENERAL FUND 1,599,000$ 9% SUB TOTAL ALL OTHER FUNDS 16,254,438$ 91% GRAND TOTAL ALL MODIFICATIONS 17,853,438$ 5 City of Arlington Council Agenda Bill WS #2 Attachment December 11, 2023 Draft interlocal agreements Administration; Paul Ellis, City Administrator 360-403-4603 EXPENDITURES REQUESTED: $40,000 in 2024 BUDGET CATEGORY: Parks Capital Project BUDGETED AMOUNT: 0 LEGAL REVIEW: DESCRIPTION: can assist in funding recreation projects and would like to partner with the City for public pickleball courts. Arlington School District is willing to allocate property at Haller Middle School, near Stillaguamish Avenue for 6 pickleball courts. The County would provide $100,000 in funding, and Arlington would provide $40,000 from the 2024 parks capital budget. Staff is requesting authorization for the Mayor to sign the interlocal agreement with the Arlington School District for use of the property, and interlocal agreement with Snohomish County for funding. Act Comprehensive Plan, has documented a County-wide need for a wide variety of recreational facilities. The County Executive and the County Council have determined that it is consistent with the Snohomish County Parks and Recreation Element and is in the public interest of County residents to participate in joint undertakings with local municipalities to increase recreational opportunities and facility capacity. The City of Arlington Parks, Arts, and Recreation Commission has reviewed and recommends this addition of pickleball ALTERNATIVES: approve the interlocal agreement with Snohomish County and the interlocal agreement with Arlington Public Schools for future pickleball courts and authorize the Mayor to sign the agreements, subject to final review by the City Attorney.” INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] Page 1 of 10 INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] This INTERLOCAL AGREEMENT (the “Agreement”), is made by and between SNOHOMISH COUNTY, a political subdivision of the State of Washington (the “County”), and the [RECIPIENT], a Washington municipal corporation (the “[City/Town/District]”), collectively the “Parties,” pursuant to chapter 39.34 RCW. RECITALS A.The 2015 Snohomish County Parks and Recreation Element, a component of the Snohomish County Growth Management Act Comprehensive Plan, has documented a County- wide need for a wide variety of recreational facilities; and B.The County Executive and the County Council have determined that it is consistent with the Snohomish County Parks and Recreation Element and is in the public interest of County residents to participate in joint undertakings with local municipalities to increase recreational opportunities and facility capacity; and C.The County Council approved Amended Ordinance 22-056, adopted November 15, 2022, which adopted the 2023-2028 Capital Improvement Program as part of Snohomish County’s Growth Management Act Comprehensive Plan, and which included Amendment 4, which identified specific projects to be funded as [City/Town/District] Council Partnership Projects; and D.The request for funding included the City/Town/District’s [PROJECT NAME] project which will complete [PROJECT DESCRIPTION] (“the Project”). Snohomish County has agreed to provide [PROJECT AMOUNT -spelled out numeric] of REET 2 funds (the “Funds”) in support of the Project; and E.The [City/Town/District] has provided the following: copy of submission form for County funds (Attachment A, attached hereto and incorporated herein by reference); proof of [City/Town/District] ownership of the Project property (Attachment B, attached hereto and incorporated herein by this reference); relevant portions of the [City/Town/District]’s Capital Facilities Plan (“CFP”) identifying the Project (Attachment C, attached hereto and incorporated herein by this reference); proof of Insurance if not covered by WCIA (Attachment D, attached hereto and incorporated herein by this reference); and F.Pursuant to this Agreement and, the County wishes to provide, and the [City/Town/District] wishes to accept, the above-described Funds from the County. AGREEMENT NOW, THEREFORE, in consideration of the respective agreements set forth below and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the County and the [City/Town/District] agree as follows: INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] Page 2 of 10 1. Purpose of Agreement. This Agreement is authorized by and entered into pursuant to chapter 39.34 RCW. The purpose and intent of this Agreement is to define the responsibilities of the County and the [City/Town/District] as they relate to the County’s provision of the funds to the [City/Town/District]’s Project located at [ADDRESS] (the “Property”). 2. Effective Date and Duration. This Agreement shall take effect when it has been duly executed by both parties and either filed with the County Auditor or posted on the County’s Interlocal Agreements website. This Agreement shall remain in effect through December 31, 2024, unless earlier terminated pursuant to the provisions of Section 12 below, PROVIDED HOWEVER, that each party’s obligations are contingent upon local legislative appropriation of necessary funds for this specific purpose in accordance with applicable law. 3. Administrators. Each party to this Agreement shall designate an individual (an “Administrator”), who may be designated by title or position, to oversee and administer such party’s participation in this Agreement. The Parties’ initial Administrators shall be the following individuals: County’s Initial Administrator: Sharon Swan, Director Snohomish County Division of Parks & Recreation 6705 Puget Park Drive Snohomish, Washington 98296 (425) 388-6616 phone sharon.swan@snoco.org [City/Town/District]’s Initial Administrator: [Name, Title] [Organization] [Address] [City], Washington [Zip] [Phone] [Email] Either party may change its Administrator at any time by delivering written notice of such party’s new Administrator to the other party. 4. Project Performance. 4.1 Certification of Real Property Interest. The [City/Town/District] certifies to the County that the [City/Town/District] owns the real property or easements upon which the Project shall be executed, as evidenced by Exhibit B, and additional real property or easements are not needed to complete the Project. 4.2 [City/Town/District]’s Financial Commitment. The [City/Town/District] certifies to the County that the [City/Town/District] will have sufficient monies to complete the Project by INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] Page 3 of 10 the Project deadline identified in Section 5.3 below (the “[City/Town/District]’s Financial Commitment”) and that the Project was included in the City/Town/District’s CFP as evidenced by Attachment C. 4.3 Project Completion. The [City/Town/District] shall complete the Project as detailed in Attachment A. 4.4 Project Deadline. On or before December 31, 2024, the [City/Town/District] shall complete the Project. In executing the Project, the [City/Town/District] shall obtain and, upon request, provide the County with copies of all permits necessary to complete the Project. 4.5 Recognition of County as Financial Sponsor. The [City/Town/District] shall recognize the County as a financial sponsor of the Project as follows: 4.5.1 Upon completion of the Project or dedication of the completed Project, whichever comes first, the [City/Town/District] shall install at the Project site a plaque in a form approved by the County that indicates that the County is a financial sponsor of or contributor to the Project; 4.5.2 The [City/Town/District] shall invite the County to all events promoting the Project and recognize the County at all such events as a financial sponsor of the Project; 4.5.3 The [City/Town/District] shall recognize the County as a financial sponsor in all brochures, banners, posters, and other promotional material related to the Project. 4.6 Project Maintenance. The [City/Town/District] shall be responsible for on-going capital improvements to, and maintenance of, the Project and the Property. The County makes no commitment to support the Project or Property beyond what is provided for in this Agreement and assumes no obligation for future support of the Project or Property except as expressly set forth in this Agreement. 4.7 Availability to County Residents. The [City/Town/District] shall make the Property available to all County residents on the same terms as it is available to residents of the [City/Town/District]. 5. Invoicing and Payment. 5.1 Invoicing. Prior to December 31, 2024, the [City/Town/District] shall submit to the County one invoice requesting disbursement of the Funds for the Project. The invoice shall provide line-item detail for materials, labor and overhead and include any documentation requested by the County, including but not limited to copies of contractor’s invoices paid by the [City/Town/District] for said work, proof of payment on those invoices, and photos of the completed project. 5.2 Payment. Unless the County delivers to the [City/Town/District] written notice INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] Page 4 of 10 disputing the amount of a particular line item, within twenty (20) working days of receipt from the [City/Town/District] of an invoice properly submitted to the County pursuant to Section 5.1, the County shall remit to the [City/Town/District] an amount not to exceed [PROJECT AMOUNT – spelled out numeric]. 5.3 No Overpayments. In the event that the Project is completed for less than the original submitted combined total of the Funds and the [City/Town/District]’s Financial Commitment, the County shall remit to the [City/Town/District] an amount of Funds equal to the difference between the [City/Town/District]’s Financial Commitment and the total cost of the Project. In no case shall the [City/Town/District] retain Funds which it does not utilize in the Project or that it utilizes in the Project without first exhausting the [City/Town/District]’s Financial Commitment. Should an overpayment occur, the County shall give written notice to the [City/Town/District] of the overpayment, and within thirty (30) days of the notice of overpayment the [City/Town/District] shall return to the County the overpaid Funds plus interest at the rate of twelve percent (12%) per annum beginning thirty (30) days from the date of the notice of overpayment. 5.4 Accounting. The [City/Town/District] shall maintain a system of accounting and internal controls that complies with generally accepted accounting principles and governmental accounting and financial reporting standards and provisions concerning preservation and destruction of public documents in accordance with applicable laws, including chapter 40.14 RCW. 5.5 Recordkeeping. The [City/Town/District] shall maintain adequate records to support billings. The records shall be maintained by the [City/Town/District] for a period of five (5) years after completion of this Agreement. The County, or any of its duly authorized representatives, shall have access to books, documents, or papers and records of the [City/Town/District] relating to this Agreement for purposes of inspection, audit, or the making of excerpts or transcripts. 5.6 Audit and Repayment. The [City/Town/District] shall return Funds disbursed to it by the County under this Agreement upon the occurrence of any of the following events: 5.6.1 If overpayments are made; or 5.6.2 If an audit of the Project by the State or the County determines that the Funds have been expended for purposes not permitted by the REET 2 statute, the State, the County, or this Agreement. In the case of 5.6.1 or 5.6.2, the County shall make a written demand upon the [City/Town/District] for repayment, and the [City/Town/District] shall be obligated to repay to the County the Funds demanded within sixty (60) calendar days of the demand. The County’s right to demand repayment from the [City/Town/District] may be exercised as often as necessary to recoup from the [City/Town/District] all funds required to be returned to the County. INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] Page 5 of 10 The [City/Town/District] is solely responsible for seeking repayment from any subcontractor in conformance with its debt collection policy. 6. Independent Contractor. The [City/Town/District] will perform all work associated with the Project as an independent contractor and not as an agent, employee, or servant of the County. The [City/Town/District] shall be solely responsible for control, supervision, direction and discipline of its personnel, who shall be employees and agents of the [City/Town/District] and not the County. The County shall only have the right to ensure performance. 7. Indemnification/Hold Harmless. The [City/Town/District] shall assume the risk of liability for damage, loss, costs and expense arising out of the activities under this Agreement and all use of any improvements it may place on the Property. The [City/Town/District] shall hold harmless, indemnify and defend the County, its officers, elected and appointed officials, employees and agents from and against all claims, losses, lawsuits, actions, counsel fees, litigation costs, expenses, damages, judgments, or decrees by reason of damage to any property or business and/or any death, injury or disability to or of any person or party, including but not limited to any employee, arising out of or suffered, directly or indirectly, by reason of or in connection with the acquisition or use of the Property and this Agreement; PROVIDED, that the above indemnification does not apply to those damages solely caused by the negligence or willful misconduct of the County, its elected and appointed officials, officers, employees or agents. This indemnification obligation shall include, but is not limited to, all claims against the County by an employee or former employee of [City/Town/District], and [City/Town/District], by mutual negotiation, expressly waives all immunity and limitation on liability, as respects the County only, under any industrial insurance act, including Title 51 RCW, other Worker’s Compensation act, disability benefit act, or other employee benefit act of any jurisdiction which would otherwise be applicable in the case of such claim. 8. Liability Related to [City/Town/District]Ordinances, Policies, Rules and Regulations. In executing this Agreement, the County does not assume liability or responsibility for or in any way release the [City/Town/District] from any liability or responsibility which arises in whole or in part from the existence or effect of [City/Town/District] ordinances, policies, rules or regulations. If any cause, claim, suit, action or administrative proceeding is commenced in which the enforceability and/or validity of any such [City/Town/District] ordinance, policy, rule or regulation is at issue, the [City/Town/District] shall defend the same at its sole expense and, if judgment is entered or damages are awarded against the [City/Town/District], the County, or both, the [City/Town/District] shall satisfy the same, including all chargeable costs and reasonable attorney’s fees. 9. Insurance. The [City/Town/District] shall procure and maintain for the duration of this Agreement, insurance against claims for injuries to persons or damages to property which may arise from, or INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] Page 6 of 10 in connection with, exercise of the rights and privileges granted by this Agreement, by the [City/Town/District], its agents, representatives, and employees/subcontractors. The cost of such insurance shall be paid by the [City/Town/District]. 9.1 Minimum Scope and Limits of Insurance.General Liability: Insurance Services Office Form No. CG 00 01 Ed. 11-88, covering COMMERCIAL GENERAL LIABILITY with limits no less than $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage. 9.2 Other Insurance Provisions. Coverage shall be written on an “Occurrence” form. The insurance policies required in this Agreement are to contain or be endorsed to contain the County, its officers, officials, employees, and agents as additional insureds as respects liability arising out of activities performed by or on behalf of the [City/Town/District] in connection with this Agreement. 9.3 Verification of Coverage. The [City/Town/District] shall furnish the County with certificate(s) of insurance and endorsement(s) required as evidenced by Attachment D. 9.4 If the [City/Town/District] is self-insured, in lieu of the insurance required in this Section 9, the [City/Town/District] shall, upon request of the County, provide the County a letter certifying the [City/Town/District]’s self-insurance program. ܆ [City/Town/District] certifies it has a self-insurance program, in lieu of carrying Commercial General Liability. 10. Compliance with Laws. In the performance of its obligations under this Agreement, each party shall comply with all applicable federal, state, and local laws, rules and regulations. 11. Default and Remedies. 11.1 Default. If either the County or the [City/Town/District] fails to perform any act or obligation required to be performed by it hereunder, the other party shall deliver written notice of such failure to the non-performing party. The non-performing party shall have twenty (20) days after its receipt of such notice in which to correct its failure to perform the act or obligation at issue, after which time it shall be in default (“Default”) under this Agreement; provided, however, that if the non-performance is of a type that could not reasonably be cured within said twenty (20) day period, then the non-performing party shall not be in Default if it commences cure within said twenty (20) day period and thereafter diligently pursues cure to completion. 11.2 Remedies. In the event of a party’s Default under this Agreement, then after giving notice and an opportunity to cure pursuant to Section 11.1 above, the non-Defaulting party shall have the right to exercise any or all rights and remedies available to it in law or equity. INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] Page 7 of 10 12. Early Termination. 12.1 30 Days’ Notice. Except as provided in Section 12.2 below, either party may terminate this Agreement at any time, with or without cause, upon not less than thirty (30) days’ advance written notice to the other party. The termination notice shall specify the date on which the Agreement shall terminate. 12.2 Termination for Breach. In the event that the [City/Town/District] fails to complete the Project by December 31, 2024 and/or otherwise commits a Default as described in Section 11, the County may terminate this Agreement immediately by delivering written notice to the [City/Town/District]. Within thirty (30) days of such early termination, the [City/Town/District] shall return to the County all Funds previously disbursed from the County to the [City/Town/District] for the Project plus interest at the rate of twelve percent (12%) per annum beginning thirty (30) days from the date of early termination. 13. Dispute Resolution. In the event differences between the Parties should arise over the terms and conditions or the performance of this Agreement, the Parties shall use their best efforts to resolve those differences on an informal basis. If those differences cannot be resolved informally, the matter may be referred for mediation to a mediator mutually selected by the Parties. If mediation is not successful or if a party waives mediation, either of the Parties may institute legal action for specific performance of this Agreement or for damages. 14. Notices. All notices required to be given by any party to the other party under this Agreement shall be in writing and shall be delivered either in person, by United States mail, or by electronic mail (email) to the applicable Administrator or the Administrator’s designee. Notice delivered in person shall be deemed given when accepted by the recipient. Notice by United States mail shall be deemed given as of the date the same is deposited in the United States mail, postage prepaid, and addressed to the Administrator, or their designee, at the addresses set forth in Section 3 of this Agreement. Notice delivered by email shall be deemed given as of the date and time received by the recipient. 15. Miscellaneous. 15.1 Entire Agreement; Amendment. This Agreement constitutes the entire agreement between the Parties regarding the subject matter hereof, and supersedes any and all prior oral or written agreements between the Parties regarding the subject matter contained herein. This Agreement may not be modified or amended in any manner except by a written document executed with the same formalities as required for this Agreement and signed by the party against whom such modification is sought to be enforced. INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] Page 8 of 10 15.2 Conflicts between Attachments and Text. Should any conflicts exist between any attached exhibit or schedule and the text or main body of this Agreement, the text or main body of this Agreement shall prevail. 15.3 Governing Law and Venue. This Agreement shall be governed by and enforced in accordance with the laws of the State of Washington. The venue of any action arising out of this Agreement shall be in the Superior Court of the State of Washington, in and for Snohomish County. In the event that a lawsuit is instituted to enforce any provision of this Agreement, the prevailing party shall be entitled to recover all costs of such a lawsuit, including reasonable attorney’s fees. 15.4 Interpretation. This Agreement and each of the terms and provisions of it are deemed to have been explicitly negotiated by the Parties, and the language in all parts of this Agreement shall, in all cases, be construed according to its fair meaning and not strictly for or against either of the Parties hereto. The captions and headings in this Agreement are used only for convenience and are not intended to affect the interpretation of the provisions of this Agreement. This Agreement shall be construed so that wherever applicable the use of the singular number shall include the plural number, and vice versa, and the use of any gender shall be applicable to all genders. 15.5 Severability. If any provision of this Agreement or the application thereof to any person or circumstance shall, for any reason and to any extent, be found invalid or unenforceable, the remainder of this Agreement and the application of that provision to other persons or circumstances shall not be affected thereby, but shall instead continue in full force and effect, to the extent permitted by law. 15.6 No Waiver. A party’s forbearance or delay in exercising any right or remedy with respect to a Default by the other party under this Agreement shall not constitute a waiver of the Default at issue. Nor shall a waiver by either party of any particular Default constitute a waiver of any other Default or any similar future Default. 15.7 No Assignment. This Agreement shall not be assigned, either in whole or in part, by either party without the express written consent of the other party, which may be granted or withheld in such party’s sole discretion. Any attempt to assign this Agreement in violation of the preceding sentence shall be null and void and shall constitute a Default under this Agreement. 15.8 Warranty of Authority. Each of the signatories hereto warrants and represents that he or she is competent and authorized to enter into this Agreement on behalf of the party for whom he or she purports to sign this Agreement. 15.9 No Joint Venture. Nothing contained in this Agreement shall be construed as creating any type or manner of partnership, joint venture or other joint enterprise between the Parties. INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] Page 9 of 10 15.10 No Separate Entity Necessary. The Parties agree that no separate legal or administrative entities are necessary to carry out this Agreement. 15.11 Ownership of Property. Except as expressly provided to the contrary in this Agreement, any real or personal property used or acquired by either party in connection with its performance under this Agreement will remain the sole property of such party, and the other party shall have no interest therein. 15.12 No Third Party Beneficiaries. This Agreement and each and every provision hereof is for the sole benefit of the [City/Town/District] and the County. No other persons or Parties shall be deemed to have any rights in, under or to this Agreement. 15.13 Execution in Counterparts. This Agreement may be executed in two or more counterparts, each of which shall constitute an original and all of which shall constitute one and the same agreement. IN WITNESS WHEREOF, the Parties have executed this Agreement on the date set forth under their signatures below, and effective as of the date of the last party to sign. . COUNTY: SNOHOMISH COUNTY By______________________________ Title: County Executive Date [CITY/TOWN/DISTRICT]: [RECIPIENT] By __________________________ Title: Date Approved as to Form: __________________________________ Deputy Prosecuting Attorney Date Approved as to Form: Office of the [City/Town/District] Attorney Date INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE [RECIPIENT] FOR [PROJECT NAME] Page 10 of 10 ATTACHMENTS A-D 1. A Submission Form to the County for the funds (Attachment A) 2. A confirmation from the [City/Town/District] indicating ownership interest in the property (Attachment B) 3. Relevant portions of the [City/Town/District]/Town Capital Facilities Plan (“CFP”) identifying the Project (Attachment C) 4. Proof of Insurance (If not covered by WCIA) (Attachment D) SNOHOMISH COUNTY PARTNERSHIP PROJECTS OVERVIEW: Funding is available through Snohomish County’s Capital Improvement Program to provide dollars for the completion of qualifying projects in partnership with public entities. Eligible public entities include: school districts, park districts, utility districts, county and cities/towns that have a CIP. Funding is provided through the Real Estate Excise Tax 2 (REET 2) Fund and projects must comply with fund restrictions and ideally, be included in the receiving entity’s adopted capital budget. Funding is subject to availability and appropriation by the County Council. QUALIFYING PROJECTS: REET 2 may only be used for financing “capital projects” specified in the capital facilities plan. RCW 82.46.035(5) defines capital projects as: (a) Planning, acquisition, construction, reconstruction, repair, replacement, rehabilitation, or improvement of streets, roads, highways, sidewalks, street and road lighting systems, traffic signals, bridges, domestic water systems, storm and sanitary sewer systems; (b) Planning, construction, reconstruction, repair, rehabilitation, or improvement of parks; and (c) Until January 1, 2026, planning, acquisition, construction, reconstruction, repair, replacement, rehabilitation, or improvement of facilities for those experiencing homelessness and affordable housing projects. SECTION 1: CONTACT INFORMATION Public Entity Name Public Entity Address Person Authorized to Approve Agreement for Funding Contact Person Name Contact Person Phone Contact Person Email SECTION 2: PROJECT INFORMATION Program Year Project Title Project Location Project Description: Brief (1-2 sentences) description of what the project will accomplish Please select the appropriate category of REET II eligible uses for your proposed project: Is the project identified in the budget? If your project is selected, please submit appropriate budget pages upon request YES NO Is this project identified in a CIP? If your project is selected, please submit appropriate budget pages upon request YES NO Is the land identified for the project owned by the applying entity? Is your entity in agreement with the attached template agreement for funding? YES NO SECTION 3: FUNDING REQUEST – The maximum amount allowed per Council District is dependent on available funding and is subject to budget approval and appropriation. Funds may only be awarded to eligible public entities in Snohomish County, Washington. County Funds Requested $ Public Entity Match Provided $ YES NO City of Arlington 238 N Olympic Ave. Arlington, WA 98223 Mayor Barbara Tolbert Sarah Lopez 360-403-3448 slopez@arlingtonwa. 2024 Arlin ton Pickleball Courts Haller Middle School 600 E 1st Street Arlin ton WA Construct 6 pickleball courts outdoors at Haller Middle School property, for public use and school district use. (b) Parks 100 000 40 000 ✔ ✔ We are addin to 2024 bud et Yes, we are adding SECTION 4: INSURANCE COVERAGE – please check the appropriate box below to indicate if your entity can obtain each type of coverage. (Waivers may be granted in some instances.) If your project is selected, please submit your proof of insurance upon request. Type Agency CAN obtain this coverage Agency CANNOT obtain this coverage Public Liability Insurance - $1,000,000 personal injury and property damage Worker’s Compensation Coverage – as required by the State of Washington Professional Liability – Only required when providing professional services, $1,000,000 error and omissions. Self-Insured – Public Entities ONLY SECTION 5: FINAL QUESTIONS – HAVE YOU… Completed all form questions YES NO Confirmed desired project is in the appropriate budget documents YES NO Confirmed desired project is in your CIP YES NO Reviewed the agreement template YES NO Confirmed Proof of Insurance YES NO SECTION 6: SUBMISSION REQUIREMENTS Please submit the form and all requested attachments to the following address by -XO\ 3VW, 5 PM &RXQFLO'LVWULFW QDWHQHKULQJ#FRVQRKRPLVKRUJ 3000 Rockefeller Avenue, M/S 609 Everett, WA 98201-4046 ✔ ✔ ✔ ✔ ✔ ✔ ✔ ✔ Inter-Local Agreement – Community Pickleball courts Arlington School District No. 16/City of Arlington 2024 INTERLOCAL AGREEMENT BETWEEN THE CITY OF ARLINGTON AND ARLINGTON SCHOOL DISTRICT NO. 16 CONCERNING PICKLEBALL COURTS THIS AGREEMENT, made and entered into this day of , 2023 by and between ARLINGTON SCHOOL DISTRICT NO. 16 (hereinafter referred to as “School District”) and the CITY OF ARLINGTON (hereinafter referred to as the “City”); WITNESSETH: WHEREAS, Arlington School District is the owner of property located at Haller Middle School, south of 3rd Street and west of Stillaguamish Avenue (“the Property”); and WHEREAS, the City is seeking to build pickleball courts at this location; and WHEREAS, the pickleball courts would be available to staff and students and community members; and WHEREAS, the pickleball courts will provide recreational opportunities for students, and community members; NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, the City and Arlington School District hereby agree as follows: ARTICLE I. PURPOSE This purpose of this agreement is to formalize an agreement whereby the City will create pickleball courts in a location on the Property. The pickleball courts will be managed by the City of Arlington. The pickleball courts will be shared by school staff, students and community members. The pickleball courts will be available to the public as a recreation facility weekdays after 3:00 p.m. and from dawn to dusk on weekend days during the school year, and from dawn to dusk when school is not in session. Inter-Local Agreement – Community Pickleball courts Arlington School District No. 16/City of Arlington 2024 ARTICLE II. CITY OF ARLINGTON RESPONSIBILITIES The City agrees to: 1. Construct 6 pickleball courts with fencing and informational signage on the Property. 2. Provide online webpage with information. 3. Maintain all fixtures and improvements in good condition and repair. ARTICLE III. SCHOOL DISTRICT RESPONSIBILITIES The School District agrees to: 1. Provide the Property as described in attached Exhibit “A” for use as pickleball courts. 2. Allow access to the pickleball courts by the public during the school year (weekdays after 3:00 p.m.to dusk and weekends, from dawn to dusk), and when school is not in session, allow access to the public from dawn to dusk. 3. Provide parking areas for users of pickleball courts. ARTICLE IV. AGREEMENT BETWEEN BOTH PARTIES Both the School District and the City agree to: 1. Meet when issues arise and discuss acceptable solutions. ARTICLE V. TERM AND TERMINATION This agreement shall become effective upon mutual execution and remain in effect for a period of fifteen (15) years, or until both parties have agreed in writing to terminate the agreement. Inter-Local Agreement – Community Pickleball courts Arlington School District No. 16/City of Arlington 2024 ARTICLE VI. NOTICES Whenever any party desires or is required by law to give notice unto the other party, notice shall be mailed or delivered to: Superintendent Arlington School District No. 16 315 N French Ave. Arlington, WA 98223 City Administrator City of Arlington 238 N Olympic Ave. Arlington, WA 98223 ARTICLE VII. GOOD FAITH The Superintendent, the City Administrator, their agents and employees agree to cooperate in good faith in fulfilling the terms of this agreement. Unforeseen difficulties or questions will be resolved by negotiation between the Superintendent and the City Administrator or their designees. ARTICLE VIII. MODIFICATION This document constitutes the full understanding of the parties and no terms, conditions, understandings, or agreements purporting to modify or vary the terms of this document shall be binding unless hereafter made in writing and signed by all parties. ARTICLE IX. MISCELLANEOUS 8.1 PROPERTY OWNERSHIP: The real property shall remain under the ownership of the Arlington School District. 8.2 NO SPECIAL DUTY CREATED: The duties of the parties hereto under the provisions of this Agreement are duties owed to the public generally and by the entering into this Agreement, no party shall have or owe a special duty to any other party. 8.3 LIABILITY: Each of the parties shall, at all times, be solely responsible for the acts or the failure to act of its personnel that occur or arise in any way out of the performance of this Agreement by its personnel only and to save and hold the other party and its personnel and officials harmless from all costs, expenses, losses and damages, including cost of defense, incurred as a result of any acts or omissions of the party's personnel relating to the performance of this Agreement. Inter-Local Agreement – Community Pickleball courts Arlington School District No. 16/City of Arlington 2024 8.4 SEVERABILITY: If any provision of this Agreement or its application is held invalid, the remainder of the Agreement or the application of the remainder of the Agreement shall not be affected. IN WITNESS WHEREOF, the parties have caused the execution of this agreement on the day, month, and year above first written. SCHOOL DISTRICT By: Dr. Chrys Sweeting, Superintendent Arlington School District No. 16 CITY OF ARLINGTON By: Barbara Tolbert, Mayor Date: Date: WƌŽƉŽƐĞĚůŽĐĂƟŽŶ͘ǆŚŝďŝƚ City of Arlington Council Agenda Bill WS #3 Attachment December 11, 2023 Draft interlocal agreement Administration; Sarah Lopez, Community Engagement Director EXPENDITURES REQUESTED: $40,000 in 2024 Park Capital Project BUDGETED AMOUNT: 0 LEGAL REVIEW: DESCRIPTION: The City desires to place a restroom facility at Jensen Park. The Parks, Arts and Recreation Commission has requested a restroom facility at this community park. The City has been providing portable toilets for several years. Snohomish County Council desires to partner with the City of Arlington by providing funding for recreation facility projects. They will provide $100,000 to support this project. Staff is requesting authorization for the Mayor to sign the interlocal agreement with Snohomish County to support the project. Currently staff is working with an engineer for improvements to the parking lot and a site plan for the restrooms. The proposed restroom is a 2-room CTX concrete building. There is an additional $140,000 budgeted in 2024 Park Improvement fund for this project. Management Act Comprehensive Plan, has documented a County-wide need for a wide variety of recreational facilities. The County Executive and the County Council have determined that it is consistent with the Snohomish County Parks and Recreation Element and is in the public interest of County residents to participate in joint undertakings with local municipalities to increase recreational opportunities and facility capacity. The City of Arlington Parks, Arts, and Recreation recommends restrooms at Jensen Park and the restrooms are a priority ALTERNATIVES: to approve the interlocal agreement with Snohomish County for funding for Jensen Park restrooms and authorize INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR THE JENSEN PARK RESTROOM Page 1 of 9 INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR THE JENSEN PARK RESTROOM This INTERLOCAL AGREEMENT (the “Agreement”), is made by and between SNOHOMISH COUNTY, a political subdivision of the State of Washington (the “County”), and the CITY OF ARLINGTON, a Washington municipal corporation (the City), collectively the “Parties,” pursuant to chapter 39.34 RCW. RECITALS A. The 2015 Snohomish County Parks and Recreation Element, a component of the Snohomish County Growth Management Act Comprehensive Plan, has documented a County- wide need for a wide variety of recreational facilities; and B. The County Executive and the County Council have determined that it is consistent with the Snohomish County Parks and Recreation Element and is in the public interest of County residents to participate in joint undertakings with local municipalities to increase recreational opportunities and facility capacity; and C. The 2023 Adopted Budget, approved by Ordinance 22-059, included $750,000 of REET II funds, collected pursuant to chapter 82.46 RCW, to be split equally between the five council districts for Council/City Partnership Projects; and D. The County Council adopted benchmarks for Council/City Partnership Projects through Motion 23-259; and E. Pursuant to the adopted benchmarks, the Council identified various projects for inclusion in the Council/City Partnership Projects; and F. One of the identified Council/City Projects is the City’s JENSEN PARK RESTROOM PROJECT (the “Project”), which will replace the portable toilets with a public restroom building; and G. Snohomish County has agreed to provide one hundred thousand ($100,000) of REET II funds (the “Funds”) in support of the Project; and H. The City has provided the following: copy of submission form for County funds (Attachment A, attached hereto and incorporated herein by reference); proof of City ownership of the Project property (Attachment B, attached hereto and incorporated herein by this reference); relevant portions of the City’s Capital Facilities Plan (“CFP”) identifying the Project (Attachment C, attached hereto and incorporated herein by this reference); and proof of Insurance if not covered by WCIA (Attachment D, attached hereto and incorporated herein by this reference); and I. Pursuant to this Agreement, the County wishes to provide, and the City wishes to accept, the above-described Funds from the County. INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR THE JENSEN PARK RESTROOM Page 2 of 9 AGREEMENT NOW, THEREFORE, in consideration of the respective agreements set forth below and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the County and the City agree as follows: 1. Purpose of Agreement. This Agreement is authorized by and entered into pursuant to chapter 39.34 RCW. The purpose and intent of this Agreement is to define the responsibilities of the County and the City as they relate to the County’s provision of the funds to the City’s Project located at 7801 Jensen Farm Lane, Arlington WA (the “Property”). 2. Effective Date and Duration. This Agreement shall take effect when it has been duly executed by both parties and either filed with the County Auditor or posted on the County’s Interlocal Agreements website. This Agreement shall remain in effect through December 31, 2025, unless earlier terminated pursuant to the provisions of Section 12 below; PROVIDED HOWEVER, that each party’s obligations are contingent upon local legislative appropriation of necessary funds for this specific purpose in accordance with applicable law. 3. Administrators. Each party to this Agreement shall designate an individual (an “Administrator”), who may be designated by title or position, to oversee and administer such party’s participation in this Agreement. The Parties’ initial Administrators shall be the following individuals: Sharon Swan, Director Snohomish County Division of Parks & Recreation 6705 Puget Park Drive Snohomish, Washington 98296 (425) 388-6616 phone Sarah Lopez City of Arlington 238 N Olympic Ave Arlington, WA 98233 360-403-3448 slopez@arlingtonwa.gov Either party may change its Administrator at any time by delivering written notice of such party’s new Administrator to the other party. 4. Project Performance. 4.1 Certification of Real Property Interest. The City certifies to the County that the City owns the Property, as evidenced by Exhibit B, and additional real property or easements are not needed to complete the Project. INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR THE JENSEN PARK RESTROOM Page 3 of 9 4.2 City’s Financial Commitment. The City certifies to the County that the City will have sufficient monies to complete the Project by the Project deadline identified in Section 4.4 below (the City’s Financial Commitment”) and that the Project was included in the City’s CFP as evidenced by Attachment C. 4.3 Project Completion. The City shall complete the Project as detailed in Attachment A. 4.4 Project Deadline. On or before December 31, 2025, the City shall complete the Project. In executing the Project, the City shall obtain and, upon request, provide the County with copies of all permits necessary to complete the Project. 4.5 Recognition of County as Financial Sponsor. The City shall recognize the County as a financial sponsor of the Project as follows: 4.5.1 Upon completion of the Project or dedication of the completed Project, whichever comes first, the City shall install at the Project site a plaque in a form approved by the County that indicates that the County is a financial sponsor of or contributor to the Project; 4.5.2 The City shall invite the County to all events promoting the Project and recognize the County at all such events as a financial sponsor of the Project; 4.5.3 The City shall recognize the County as a financial sponsor in all brochures, banners, posters, and other promotional material related to the Project. 4.6 Project Maintenance. The City shall be responsible for on-going capital improvements to, and maintenance of, the Project and the Property. The County makes no commitment to support the Project or Property beyond what is provided for in this Agreement and assumes no obligation for future support of the Project or Property except as expressly set forth in this Agreement. 4.7 Availability to County Residents. The City shall make the Property available to all County residents on the same terms as it is available to residents of the City. 5. Invoicing and Payment. 5.1 Invoicing. Within thirty days of final completion of the Project or by December 30, 2025, whichever occurs first. The City shall submit to the County one invoice on City letterhead requesting disbursement of the Funds for the Project. The invoice needs to include name and address of City, name and the address of who the invoice is addressed to (the County), the date, the amount being requested for reimbursement, and the name of the project being funded. Invoices shall provide line-item detail for materials, labor and overhead. Backup documentation should include of copies of invoices paid by the City to contractors/consultants for the work performed, which covers the full amount being requested for reimbursement and proof of payment on those invoices. Additionally, providing progress photos of the site is strongly INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR THE JENSEN PARK RESTROOM Page 4 of 9 recommended with prior, during and after completion photos. 5.2 Payment. Unless the County delivers to the City written notice disputing the amount of a particular line item, within twenty (20) working days of receipt from the City of an invoice properly submitted to the County pursuant to Section 5.1, the County shall remit to the City an amount not to exceed one hundred thousand dollars ($100,000). In the event the total costs of the Project is less than $100,000, the County shall only remit those Funds necessary to pay the submitted invoice in full unless otherwise disputed as provided in this Section 5.2. 5.3 Accounting. The City shall maintain a system of accounting and internal controls that complies with generally accepted accounting principles and governmental accounting and financial reporting standards and provisions concerning preservation and destruction of public documents in accordance with applicable laws, including chapter 40.14 RCW. 5.4 Recordkeeping. The City shall maintain adequate records to support billings. The records shall be maintained by the City for a period of six (6) years after completion of this Agreement. The County, or any of its duly authorized representatives, shall have access to books, documents, or papers and records of the City relating to this Agreement for purposes of inspection, audit, or the making of excerpts or transcripts. 5.5 Audit and Repayment. The City shall return Funds disbursed to it by the County under this Agreement upon the occurrence of any of the following events: 5.5.1 If overpayments are made; or 5.5.2 If an audit of the Project by the State or the County determines that the Funds have been expended for purposes not permitted by the REET II statute, the State, the County, or this Agreement. In the case of 5.5.1 or 5.5.2, the County shall make a written demand upon the City for repayment, and the City shall be obligated to repay to the County the Funds demanded within sixty (60) calendar days of the demand. The County’s right to demand repayment from the City may be exercised as often as necessary to recoup from the City all funds required to be returned to the County. The City is solely responsible for seeking repayment from any subcontractor in conformance with its debt collection policy. 6. Independent Contractor. The City will perform all work associated with the Project as an independent contractor and not as an agent, employee, or servant of the County. The City shall be solely responsible for control, supervision, direction and discipline of its personnel, who shall be employees and agents of the City and not the County. The County shall only have the right to ensure performance. INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR THE JENSEN PARK RESTROOM Page 5 of 9 7. Indemnification/Hold Harmless. The City shall assume the risk of liability for damage, loss, costs and expense arising out of the activities under this Agreement and all use of any improvements it may place on the Property. The City shall hold harmless, indemnify and defend the County, its officers, elected and appointed officials, employees and agents from and against all claims, losses, lawsuits, actions, counsel fees, litigation costs, expenses, damages, judgments, or decrees by reason of damage to any property or business and/or any death, injury or disability to or of any person or party, including but not limited to any employee, arising out of or suffered, directly or indirectly, by reason of or in connection with the acquisition or use of the Property and this Agreement; PROVIDED, that the above indemnification does not apply to those damages solely caused by the negligence or willful misconduct of the County, its elected and appointed officials, officers, employees or agents. This indemnification obligation shall include, but is not limited to, all claims against the County by an employee or former employee of City, and City, by mutual negotiation, expressly waives all immunity and limitation on liability, as respects the County only, under any industrial insurance act, including Title 51 RCW, other Worker’s Compensation act, disability benefit act, or other employee benefit act of any jurisdiction which would otherwise be applicable in the case of such claim. 8. Liability Related to City Ordinances, Policies, Rules and Regulations. In executing this Agreement, the County does not assume liability or responsibility for or in any way release the City from any liability or responsibility which arises in whole or in part from the existence or effect of City ordinances, policies, rules or regulations. If any cause, claim, suit, action or administrative proceeding is commenced in which the enforceability and/or validity of any such City ordinance, policy, rule or regulation is at issue, the City shall defend the same at its sole expense and, if judgment is entered or damages are awarded against the City, the County, or both, the City shall satisfy the same, including all chargeable costs and reasonable attorney’s fees. 9. Insurance. The City shall procure and maintain for the duration of this Agreement, insurance against claims for injuries to persons or damages to property which may arise from, or in connection with, exercise of the rights and privileges granted by this Agreement, by the City, its agents, representatives, and employees/subcontractors. The cost of such insurance shall be paid by the City. 9.1 Minimum Scope and Limits of Insurance. General Liability: Insurance Services Office Form No. CG 00 01 Ed. 11-88, covering COMMERCIAL GENERAL LIABILITY with limits no less than $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage. 9.2 Other Insurance Provisions. Coverage shall be written on an “Occurrence” form. The insurance policies required in this Agreement are to contain or be endorsed to contain the INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR THE JENSEN PARK RESTROOM Page 6 of 9 County, its officers, officials, employees, and agents as additional insureds as respects liability arising out of activities performed by or on behalf of the City in connection with this Agreement. 9.3 Verification of Coverage. The City shall furnish the County with certificate(s) of insurance and endorsement(s) required as evidenced by Attachment D. 9.4 If the City is self-insured, in lieu of the insurance required in this Section 9, the City shall, upon request of the County, provide the County a letter certifying the City’s self-insurance program. 10. Compliance with Laws. In the performance of its obligations under this Agreement, each party shall comply with all applicable federal, state, and local laws, rules and regulations. 11. Default and Remedies. 11.1 Default. If either the County or the City fails to perform any act or obligation required to be performed by it hereunder, the other party shall deliver written notice of such failure to the non-performing party. The non-performing party shall have twenty (20) days after its receipt of such notice in which to correct its failure to perform the act or obligation at issue, after which time it shall be in default (“Default”) under this Agreement; provided, however, that if the non- performance is of a type that could not reasonably be cured within said twenty (20) day period, then the non-performing party shall not be in Default if it commences cure within said twenty (20) day period and thereafter diligently pursues cure to completion. 11.2 Remedies. In the event of a party’s Default under this Agreement, then after giving notice and an opportunity to cure pursuant to Section 11.1 above, the non-Defaulting party shall have the right to exercise any or all rights and remedies available to it in law or equity. 12. Early Termination. 12.1 30 Days’ Notice. Except as provided in Section 12.2 below, either party may terminate this Agreement at any time, with or without cause, upon not less than thirty (30) days’ advance written notice to the other party. The termination notice shall specify the date on which the Agreement shall terminate. 12.2 Termination for Breach. In the event that the City fails to complete the Project by December 31, 2025, and/or otherwise commits a Default as described in Section 11, the County may terminate this Agreement immediately by delivering written notice to the City. Within thirty (30) days of such early termination, the City shall return to the County all Funds previously disbursed from the County to the City for the Project plus interest at the rate of twelve percent (12%) per annum beginning thirty (30) days from the date of early termination. INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR THE JENSEN PARK RESTROOM Page 7 of 9 13. Dispute Resolution. In the event differences between the Parties should arise over the terms and conditions or the performance of this Agreement, the Parties shall use their best efforts to resolve those differences on an informal basis. If those differences cannot be resolved informally, the matter may be referred for mediation to a mediator mutually selected by the Parties. If mediation is not successful or if a party waives mediation, either of the Parties may institute legal action for specific performance of this Agreement or for damages. 14. Notices. All notices required to be given by any party to the other party under this Agreement shall be in writing and shall be delivered either in person, by United States mail, or by electronic mail (email) to the applicable Administrator or the Administrator’s designee. Notice delivered in person shall be deemed given when accepted by the recipient. Notice by United States mail shall be deemed given as of the date the same is deposited in the United States mail, postage prepaid, and addressed to the Administrator, or their designee, at the addresses set forth in Section 3 of this Agreement. Notice delivered by email shall be deemed given as of the date and time received by the recipient. 15. Miscellaneous. 15.1 Entire Agreement; Amendment. This Agreement constitutes the entire agreement between the Parties regarding the subject matter hereof, and supersedes any and all prior oral or written agreements between the Parties regarding the subject matter contained herein. This Agreement may not be modified or amended in any manner except by a written document executed with the same formalities as required for this Agreement and signed by the party against whom such modification is sought to be enforced. 15.2 Conflicts between Attachments and Text. Should any conflicts exist between any attached exhibit or schedule and the text or main body of this Agreement, the text or main body of this Agreement shall prevail. 15.3 Governing Law and Venue. This Agreement shall be governed by and enforced in accordance with the laws of the State of Washington. The venue of any action arising out of this Agreement shall be in the Superior Court of the State of Washington, in and for Snohomish County. In the event that a lawsuit is instituted to enforce any provision of this Agreement, the prevailing party shall be entitled to recover all costs of such a lawsuit, including reasonable attorney’s fees. 15.4 Interpretation. This Agreement and each of the terms and provisions of it are deemed to have been explicitly negotiated by the Parties, and the language in all parts of this Agreement shall, in all cases, be construed according to its fair meaning and not strictly for or against either of the Parties hereto. The captions and headings in this Agreement are used only for convenience and are not intended to affect the interpretation of the provisions of this Agreement. This Agreement shall be construed so that wherever applicable the use of the singular number shall INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR THE JENSEN PARK RESTROOM Page 8 of 9 include the plural number, and vice versa, and the use of any gender shall be applicable to all genders. 15.5 Severability. If any provision of this Agreement or the application thereof to any person or circumstance shall, for any reason and to any extent, be found invalid or unenforceable, the remainder of this Agreement and the application of that provision to other persons or circumstances shall not be affected thereby, but shall instead continue in full force and effect, to the extent permitted by law. 15.6 No Waiver. A party’s forbearance or delay in exercising any right or remedy with respect to a Default by the other party under this Agreement shall not constitute a waiver of the Default at issue. Nor shall a waiver by either party of any particular Default constitute a waiver of any other Default or any similar future Default. 15.7 No Assignment. This Agreement shall not be assigned, either in whole or in part, by either party without the express written consent of the other party, which may be granted or withheld in such party’s sole discretion. Any attempt to assign this Agreement in violation of the preceding sentence shall be null and void and shall constitute a Default under this Agreement. 15.8 Warranty of Authority. Each of the signatories hereto warrants and represents that he or she is competent and authorized to enter into this Agreement on behalf of the party for whom he or she purports to sign this Agreement. 15.9 No Joint Venture. Nothing contained in this Agreement shall be construed as creating any type or manner of partnership, joint venture or other joint enterprise between the Parties. 15.10 No Separate Entity Necessary. The Parties agree that no separate legal or administrative entities are necessary to carry out this Agreement. 15.11 Ownership of Property. Except as expressly provided to the contrary in this Agreement, any real or personal property used or acquired by either party in connection with its performance under this Agreement will remain the sole property of such party, and the other party shall have no interest therein. 15.12 No Third Party Beneficiaries. This Agreement and each and every provision hereof is for the sole benefit of the City and the County. No other persons or Parties shall be deemed to have any rights in, under or to this Agreement. 15.13 Execution in Counterparts. This Agreement may be executed in two or more counterparts, each of which shall constitute an original and all of which shall constitute one and the same agreement. INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR THE JENSEN PARK RESTROOM Page 9 of 9 IN WITNESS WHEREOF, the Parties have executed this Agreement on the date set forth under their signatures below, and effective as of the date of the last party to sign. . ______________________________ Title: County Executive Date CITY OF ARLINGTON By __________________________ Title: Date Approved as to Form George B. Marsh 10/25/2023_ Date Approved as to Form Office of the City Attorney Date SNOHOMISH COUNTY PARTNERSHIP PROJECTS OVERVIEW: Funding is available through Snohomish County’s Capital Improvement Program to provide dollars for the completion of qualifying projects in partnership with public entities. Eligible public entities include: school districts, park districts, utility districts, county and cities/towns that have a CIP. Funding is provided through the Real Estate Excise Tax 2 (REET 2) Fund and projects must comply with fund restrictions and ideally, be included in the receiving entity’s adopted capital budget. Funding is subject to availability and appropriation by the County Council. QUALIFYING PROJECTS: REET 2 may only be used for financing “capital projects” specified in the capital facilities plan. RCW 82.46.035(5) defines capital projects as: (a) Planning, acquisition, construction, reconstruction, repair, replacement, rehabilitation, or improvement of streets, roads, highways, sidewalks, street and road lighting systems, traffic signals, bridges, domestic water systems, storm and sanitary sewer systems; (b)Planning, construction, reconstruction, repair, rehabilitation, or improvement of parks; and (c) Until January 1, 2026, planning, acquisition, construction, reconstruction, repair, replacement, rehabilitation, or improvement of facilities for those experiencing homelessness and affordable housing projects. SECTION 1: CONTACT INFORMATION Public Entity Name Public Entity Address Person Authorized to Approve Agreement for Funding Contact Person Name Contact Person Phone Contact Person Email SECTION 2: PROJECT INFORMATION Program Year Project Title Project Location Brief (1-2 sentences) description of what the project will accomplish Please select the appropriate category of REET II eligible uses for your proposed project: Is the project identified in the budget? If your project is selected, please submit appropriate budget pages upon request YES NO Is this project identified in a CIP? If your project is selected, please submit appropriate budget pages upon request YES NO Is the land identified for the project owned by the applying entity? Is your entity in agreement with the attached template agreement for funding? YES NO SECTION 3: FUNDING REQUEST – The maximum amount allowed per Council District is dependent on available funding and is subject to budget approval and appropriation. Funds may only be awarded to eligible public entities in Snohomish County, Washington. County Funds Requested $ Public Entity Match Provided $ YES NO City of Arlington 238 N Olympic Avenue, Arlington, WA 98223 Mayor Barbara Tolbert Sarah Lopez 360-403-3448 slopez@arlingtonwa.gov 2023 Jensen Park Restroom Jensen Park, 7801 Jensen Farm Lane The park currently does not have a public restroom, instead the City provides porta poties. This park is large enough and with enough amenities to justify public restrooms. (b) Parks 4 4 4 4 100,000 TBD ATTACHMENT A SUBMITTAL FORM SECTION 4: INSURANCE COVERAGE – please check the appropriate box below to indicate if your entity can obtain each type of coverage. (Waivers may be granted in some instances.) If your project is selected, please submit your proof of insurance upon request. Type Agency CAN obtain this coverage Agency CANNOT obtain this coverage Public Liability Insurance - $1,000,000 personal injury and property damage Worker’s Compensation Coverage – as required by the State of Washington Professional Liability – Only required when providing professional services, $1,000,000 error and omissions. Self-Insured – Public Entities ONLY SECTION 5: FINAL QUESTIONS – HAVE YOU… Completed all form questions YES NO Confirmed desired project is in the appropriate budget documents YES NO Confirmed desired project is in your CIP YES NO Reviewed the agreement template YES NO Confirmed Proof of Insurance YES NO SECTION 6: SUBMISSION REQUIREMENTS Please submit the form and all requested attachments to the following address by July 31st, 5 PM Council District 1 nate.nehring@co.snohomish.wa.us 425-388-2575 3000 Rockefeller Avenue, M/S 609 Everett, WA 98201-4046 4 4 4 4 4 4 ATTACHMENT B PROOF OF OWNERSHIP 2023-23 Current year Account Number Account Title Budget Park Improvement Fund Ending Cash and Investments 311.508.51.00.01 Assigned Ending Fund Balance 3,052.00 Total Ending Cash and Investments:3,052.00 Department: 576 311.576.90.30.01 Community Garden 600.00 Total Department: 576:600.00 Capital Expenditures 311.594.76.63.11 Veterans Memorial Plaques 1,500.00 311.594.76.63.24 Park Improvements 64,048.00 311.594.76.63.25 Jensen Park Restrooms 100,000.00 311.594.76.63.26 Parks Projects - Master Plan 400,000.00 311.594.76.63.27 Smky Pt. Park Project 3,323,723.00 Total Capital Expenditures:3,889,271.00 Park Improvement Fund Revenue Total:.00 Park Improvement Fund Expenditure Total:3,892,923.00 Net Total Park Improvement Fund:3,892,923.00- Net Grand Totals:3,892,923.00- City of Arlington Parks & Recreation Budget ATTACHMENT C CAPITAL FACILITES PLAN mi\,.cities Insurance Authority 10/11/2023 Snohomish County Attn: Connie Price 2000 Rockefeller Ave, M/S 303 Everett, WA 98201 Re: City of Arlington Ref#: 14917 Construction Grant Jensen Park Restrooms Evidence of Coverage P.O. Hox 88030 Tukwila. WA 98138 Phone: 206-575-6046 Fax: 206-575-7'126 www.wciapool org The City of Arlington is a member of the Washington Cities Insurance Authority (WCIA), which is a self-insured pool of over 160 public entities in the State of Washington. WCIA has at least $4 million per occurrence limit of liability coverage in its self-insured layer that may be applicable in the event an incident occurs that is deemed to be attributed to the negligence of the member. Liability coverage includes general liability, automobile liability, stop- gap coverage, errors or omissions liability, employee benefits liability and employment practices liability coverage. WCIA provides contractual liability coverage to the City of Arlington. The contractual liability coverage provides that WCIA shall pay on behalf of the City of Arlington all sums which the member shall be obligated to pay by reason of liability assumed under contract by the member. WCIA was created by an interlocal agreement among public entities and liability is self-funded by the membership. As there is no insurance policy involved and WCIA is not an insurance company, your organization cannot be named as an additional insured. Sincerely, Rob Roscoe Deputy Director cc: Paul Ellis ATTACHMENT D PROOF OF INSURANCE City of Arlington Council Agenda Bill WS #4 Attachment December 11, 2023 Permit Fee Waiver Request Administration; Sarah Lopez, Community Engagement Director 360-403-4603 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: Park Capital Project BUDGETED AMOUNT: 0 LEGAL REVIEW: DESCRIPTION: restroom project. Permit fees include building permit $3,548.13, civil permit $6,516. 34, and land use permit $2,325.00; total $12,389.47. ALTERNATIVES: Workshop; discussion only. At the December 18, 2023 Council meeting, the recommended motion will be, “I move to approve waiving of permiting fees for the Jensen Park restroom project.” PERMIT FEE WAIVER Community & Economic Development City of Arlington • 18204 59th Ave NE • Arlington, WA 98223 • Phone (360) 403-3551 REV5.2021 Page 1 of 1 PER THE CURRENT FEE RESOLUTION Section 1. Fees and Charges—General. 1.1 Fees. Fees are intended to cover the normal, recurring costs associated with providing a given service. Fees are non-refundable. 1.2 Prices. In some instances, the City provides certain goods and merchandise for sale. Prices for these goods may be included in this resolution. 1.3 Payment Due. Fees are due at the time the action is requested (e.g., at time of application) or occurs (e.g., prior to a specific action). An applicant may pay all fees of a multi-phased project in advance; however, doing so does not vest applicable fees due. Fees due are those in effect at the time the specific action or phase of an action is requested or occurs. 1.4 Waivers. Upon petition by the applicant, the City Council may waive any of the fees, or portions thereof, for any non-profit organization or government agency. NOTE: State Surcharge Fees cannot be waived. Permit Number: Total Amount: $ Staff Requesting Fee Waiver: Staff Department: Staff Email: Staff Phone #: Reason for Waiver: Council Workshop Date: Council Approval Date: Si natory Authority: Print Name: CED STAFF USE ONLY FEE BREAKDOWN Plan Review Fee(s) $ Permit Fee(s) $ Processing Technology Fee $ State Surcharge Fee $ Other: $ Other: $ACCEPTED BY DATE STAMP PLN1152 2,325.00 Sarah Lopez Admin slopez@arlingtonwa.gov City project - Jensen Park, Land use permit 12/11/2023 Sarah Lopez 2 300.00 25.00 PERMIT FEE WAIVER Community & Economic Development City of Arlington • 18204 59th Ave NE • Arlington, WA 98223 • Phone (360) 403-3551 REV5.2021 Page 1 of 1 PER THE CURRENT FEE RESOLUTION Section 1. Fees and Charges—General. 1.1 Fees. Fees are intended to cover the normal, recurring costs associated with providing a given service. Fees are non-refundable. 1.2 Prices. In some instances, the City provides certain goods and merchandise for sale. Prices for these goods may be included in this resolution. 1.3 Payment Due. Fees are due at the time the action is requested (e.g., at time of application) or occurs (e.g., prior to a specific action). An applicant may pay all fees of a multi-phased project in advance; however, doing so does not vest applicable fees due. Fees due are those in effect at the time the specific action or phase of an action is requested or occurs. 1.4 Waivers. Upon petition by the applicant, the City Council may waive any of the fees, or portions thereof, for any non-profit organization or government agency. NOTE: State Surcharge Fees cannot be waived. Permit Number: Total Amount: $ Staff Requesting Fee Waiver: Staff Department: Staff Email: Staff Phone #: Reason for Waiver: Council Workshop Date: Council Approval Date: Si natory Authority: Print Name: CED STAFF USE ONLY FEE BREAKDOWN Plan Review Fee(s) $ Permit Fee(s) $ Processing Technology Fee $ State Surcharge Fee $ Other: $ Other: $ACCEPTED BY DATE STAMP BLD5724 3,548.13 Sarah Lopez slopez@arlingtonwa.gov City project, Jensen Park, Building permit 12/11/2023 1 378.05 2,120.08 25.00 25.00 PERMIT FEE WAIVER Community & Economic Development City of Arlington • 18204 59th Ave NE • Arlington, WA 98223 • Phone (360) 403-3551 REV5.2021 Page 1 of 1 PER THE CURRENT FEE RESOLUTION Section 1. Fees and Charges—General. 1.1 Fees. Fees are intended to cover the normal, recurring costs associated with providing a given service. Fees are non-refundable. 1.2 Prices. In some instances, the City provides certain goods and merchandise for sale. Prices for these goods may be included in this resolution. 1.3 Payment Due. Fees are due at the time the action is requested (e.g., at time of application) or occurs (e.g., prior to a specific action). An applicant may pay all fees of a multi-phased project in advance; however, doing so does not vest applicable fees due. Fees due are those in effect at the time the specific action or phase of an action is requested or occurs. 1.4 Waivers. Upon petition by the applicant, the City Council may waive any of the fees, or portions thereof, for any non-profit organization or government agency. NOTE: State Surcharge Fees cannot be waived. Permit Number: Total Amount: $ Staff Requesting Fee Waiver: Staff Department: Staff Email: Staff Phone #: Reason for Waiver: Council Workshop Date: Council Approval Date: Si natory Authority: Print Name: CED STAFF USE ONLY FEE BREAKDOWN Plan Review Fee(s) $ Permit Fee(s) $ Processing Technology Fee $ State Surcharge Fee $ Other: $ Other: $ACCEPTED BY DATE STAMP PWD 3566 6,516.34 Sarah Lopez Administration slopez@arlingtonwa.gov 360-403-3448 City Project - Civil permit fee 12/11/2023 Sarah Lopez 6,491.34 25.00 City of Arlington Council Agenda Bill WS #5 Attachment December 11, 2023 Memorandum of Understanding (MOU) with Arlington Rotary for Design and Construction of Bike Pump Memorandum of Understanding Administration; Paul Ellis, City Administrator 360-403-4603 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: Parks Capital Project BUDGETED AMOUNT: 0 LEGAL REVIEW: DESCRIPTION: City’s Parks and Recreation Plan identified a goal of constructing a bicycle track in a City park. Rotary desires to complete this project with donated funds and possibly donated labor and fully execute the project from design to final construction, while getting approval from the City on each step. The City would need to lease the property to Rotary during the construction of the pump track, to allow for this type of volunteer project. The City Attorney would negotiate the lease of the area to be constructed. playground at Haller Park. ALTERNATIVES: Workshop; discussion only. At the December 18, 2023 Council meeting, the recommended motion will be, “ I move to approve the MOU and a lease agreement with Arlington Rotary for construction of a bike pump track and authorize the Mayor to sign, subject to final review by the City Attorney.” Arlington – Rotary MOU Page 1 of 3 Memorandum of Understanding between the City of Arlington and Rotary Club of Arlington Parties: City of Arlington Rotary Club of Arlington Purpose: Design and construction of a Bicycle Pump Track at Jensen Park Background: The City of Arlington and the Rotary Club of Arlington partnered on the design and construction of the Haller Park Splash Pad. The partnership was expanded to include the Stillaguamish Tribe and jointly a wonderful splash pad was created for the Arlington and surrounding communities. The City of Arlington and the Rotary Club of Arlington want to build on this success and add recreational facilities at other City parks that can also be enjoyed by the residents of Arlington and surrounding communities. Goal: The City of Arlington’s Parks and Recreation Master Plan has identified a goal of constructing a Bicycle Pump Track at Jensen Park. A Pump Track is a closed circuit of rollers, banked turns, and features designed to be ridden completely by riders "pumping" (generating momentum by up and down body movements) instead of pedaling. The City of Arlington and the Rotary Club of Arlington want to enter into a partnership again and create a Bicycle Pump Track at Jensen Park; the Pump Track is one component of the planned Jensen Park improvements. To accomplish this goal, the City of Arlington and the Rotary Club of Arlington are entering into this MOU to establish activities, tasks and responsibilities to accomplish goal. Term: This MOU will start upon full execution by both parties and shall continue until terminated by the mutual agreement of the parties or upon completion of the constructed Pump Track. Contact: The following people shall serve as the Arlington and Rotary primary points of contact for this project: Responsibilities: The Following details general activities and tasks for the Pump Track project and which party has responsibility for performing the task. Arlington – Rotary MOU Page 2 of 3 Activity Arlington Rotary Outreach – This is a joint activity. The Arlington Rotary PR Director, Tanner Olson, shall coordinate with the Arlington PIO, Mandy Kruger, to develop consistent outreach messages for the Pump Track project and the supporting this project. Regular communication between Rotary and Arlington will occur to ensure messages regarding advancements, changes and updates are consistent. Rotary and Arlington will each use their own outreach platforms to promote this project and may independently solicit funding. X X Meetings & Reporting – Rotary will provide quarterly reports to Arlington detailing project development over the previous quarter ( funding levels, schedule, etc.). The Rotary project team will also be available to provide a public presentation about the Pump Track project to City Council and Arlington Parks and Recreation Commission. X Funding – This project will be funded by the Arlington Rotary and by other project sponsors who can contribute to the project via cash donation and/or donated in- kind work. Rotary will use jointly prepared outreach material in solicitation of partners for this project. X Planning – Prior to starting work on this project, Arlington and Rotary will review the Jensen Park planning layout to establish Pump Track project limits (boundary) and how the Pump Track will integrate with other park elements. Based on this planning meeting, actual scope of work may increase to provide a means of connection and integration with current and future Jensen Park improvements. X Survey – Rotary will have a general topographic/engineering survey completed for the project design, and a boundary survey for the Pump Track construction lease. This survey shall serve as the basis for a lease or license agreement between the parties during the construction of the project. X Design – Rotary will prepare 30%, 60%, 90% and 100% plans for the Pump Track project, specifications and cost estimates will be provided with the 60%, 90% and 100% deliverables. Copies of each deliverable will be provided to Arlington for review and comment. If requested, Rotary will also provide a project presentation to the City Council and Parks Commission. X Activity Arlington Rotary Permitting – The City will apply for and obtain all necessary City permits for the construction of the Pump Track, permits will be issued to Rotary Club of Arlington. X Construction Lease or license – Rotary will lease or obtain a license for the Pump Track area from Arlington description) for the duration of construction. Prior to lease execution, Rotary will provide a construction schedule to the City and demonstrate X Arlington – Rotary MOU Page 3 of 3 become the property of Arlington. Construction – Rotary will coordinate with consultants and contractors for the construction of the Pump Track project as designed and approved by Arlington’s City Engineer. The names of all contractors and consultants, along with their qualifications, licensing and insurance coverage, will be submitted to the City of Arlington City Engineer for approval prior to the start of work. Once the project is substantially complete, the Rotary and Arlington will jointly prepare a Punch- items. Once the Punch-List is completed to the City Engineer’s satisfaction, the City will issue a Letter of Completion, all materials and construction items will be removed from Jensen Park maintenance and operation activities of the Pump Track and other improvements, and the lease or license will terminate X This Memorandum of Understanding is the complete agreement between the City of Arlington and the Rotary Club of Arlington and may be amended or terminated only by writen agreement signed by each of the par�es involved. This Memorandum of Understanding does not ﬁnancially or legally obligate or commit the City of Arlington or the Rotary Club of Arlington to performance of the outlined tasks or of the Pump Track project. The below signatories are oﬃcially authorized to sign on behalf of the City of Arlington and the Arlington Rotary. CITY OF ARLINGTON ROTARY CLUB OF ARLINGTON __________________________ __________________________ Barbara Tolbert – Mayor NAME – Club President ________________ ________________ Date Date City of Arlington Council Agenda Bill WS #6 Attachment December 11, 2023 Process Solutions Contract Supervisory Control and Data Acquisition (SCADA) Support Process Solutions SCADA Support Proposal Public Works; Jim Kelly, Director EXPENDITURES REQUESTED: Not to exceed $100,000 BUDGET CATEGORY: Water/Sewer Capital Funds BUDGETED AMOUNT: $630,000 (2023) and $520,000 (2024) LEGAL REVIEW: DESCRIPTION: Request to enter into a professional services agreement with Process Solutions for on-call computer and systems engineering services to provide ongoing support for City’s SCADA system. HISTORY: The City’s Water Treatment Plant, Water Reclamation Facility, sewer Lift Stations, and potable water Booster Pump Stations are operated and controlled by a Supervisory Control and Data Acquisition (SCADA) program. Configuration, programming, and repair/maintenance work on the SCADA system is a highly specialized field performed by computer and systems engineers. The City has been contracting with Process Solutions, Inc. for many years to perform this work and they are very familiar with all of the City’s SCADA controlled systems. The current agreement with Process Solutions has expired and staff is recommending that we enter into new professional services agreement with Process Solutions, for continued support on the City’s SCADA systems. ALTERNATIVES: Remand to staff for additional information. Workshop; discussion only. At the December 18, 2023 Council meeting, the recommended motion will be, “I move to approve the professional services agreement with Process Solutions for the SCADA System support and authorize the Mayor to sign the agreement, 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 City of Arlington PREPARED BY Chris Degutis, P.E. Senior Sales Engineer Process Solutions, Inc. 7112 265th St NW Stanwood, WA 98292 PROPOSAL DATE 9/1/2023 PROJECT NUMBER Q690620 Process Solutions, Inc. 7112 265th St NW, Stanwood, WA 98292 | Phone 360-403-7037 | Fax 360-435-2866 www.processsolutions.com Subject: Quote – RATE SHEET Process Solutions, Inc. is pleased to present the following rate schedule for the City of Arlington. Scope of Work: • Provide labor for the following: o Electrical Design/CAD o PLC/HMI Programming o SCADA/Information System Programming o On-site Start-up/Test/Troubleshooting/Commissioning • Materials and software licenses to be provided on a case-by-case basis and quoted separately. 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. Schedule: Work will be scheduled upon request and receipt of PO. 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 UL Certified Panel Shop – Process Solutions specializes in the design and build of UL 508A general purpose control panels and UL 698A, 1203, and 1604 hazardous location panels. Industry Recognized – 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. Established in 1987 – Process Solutions has over 33 years of experience in control system design, build, and integration. Ou r S e r v i c e s Control System Design 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. Control Panel Manufacturing Utilizing 20,000 Sq. Ft. of manufacturing space and specialized tooling to streamline production, Process Solutions’ team of 50+ technicians build over 3,000 control panels per year. Commissioning & Support Process Solutions’ engineers perform remote and on-site commissioning services, as well as post-project support, training, and upgrades. Our large staff provides us the flexibility to respond quickly when called upon for support. Engineering & Documentation Our team of engineers have hundreds of combined years of experience integrating industrial control systems and can generate a range of project documents, including O&M manuals, schematics, and FDA level drawings. Process Solutions, Inc. 7112 265th St NW, Stanwood, WA 98292 | Phone 360-403-7037 | Fax 360-435-2866 www.processsolutions.com MACHINE MONITORING S YSTEMS The data needed for monitoring and improving your production process is already flowing out of your machines… With systems starting at $2,990, you can add DAQuery to your order and start capturing your machine data to get impactful insights that can be leveraged to prevent downtime, eliminate manufacturing bottlenecks, improve product quality, and increase throughput. Designed to scale to your needs, DAQuery’s browser-based application can display your custom dashboards, trends, and live-date feeds on any networked device, including TV screens, phones, tablets, or HMIs, so you and operators can always stay informed from anywhere in or out of your facility. 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 Custom Browser-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 def ects 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. City of Arlington Council Agenda Bill WS #7 Attachment December 11, 2023 SUBJECT: Contract with Parametrix for design services for the 2024 Utility & Pavement Preservation Program Scope of Work (SOW) and Fee Estimate from consultant Parametrix for design services for the 2024 Utility & Pavement Preservation Program and map showing 2024 planned pavement preservation and water main replacement program Public Works; Jim Kelly, Director EXPENDITURES REQUESTED: $198,645.00 (being negotiated) BUDGET CATEGORY: Water Capital, TBD Fund BUDGETED AMOUNT: $210,000 (2024 Budget)LEGAL REVIEW: DESCRIPTION: Review of the Scope of Work and fee estimate from Parametrix to provide engineering design services for the 2024 Utility and Pavement Preservation (UPP) Project. The City is continuing with the annual Utility and Pavement Preservation (UPP) capital improvement project for the years 2024-2025. The annual UPP project addresses the replacement of aged and failing water-sewer-storm infrastructure and resurfacing of roads in the same streets where utility improvements occur. The City began this multi-year project in 2018 and has to date completed $13,292,400 worth of combined utility and pavement preservation. The attached SOW and fee estimate is the result of the negotiations with Parametrix, Inc. and will produce the documents needed for the 2024 construction project. Funding for this work will be split between the water CIP Fund and the TBD fund with small portions being charged to sewer or storm capital funds where necessary. ALTERNATIVES: Remand to staff for additional information. Workshop; discussion only. At the December 18, 2023 Council meeting, the recommended motion will be, “I move to accept the Parametrix proposal for design of the water main replacement and pavement preservation work planned for 2024 and authorize the Mayor to sign the agreement, subject to final review by the City Attorney.” Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 1 December 2023 City of Arlington 2024 Utility and Pavement Preservation Project Introduction Parametrix has been retained by the City of Arlington (City) to provide engineering services for the 2024 Utility and Pavement Preservation (UPP) Project. The following scope of services and accompanying fee estimate has been developed based on our understanding of the project and reflect the scoping discussion held on November 29, 2023. Like prior UPP projects, the City will provide support during the design development. The City support services are clarified within the scope under the Assumptions and City Support headings. 2024 Utility Improvements The proposed waterline replacements are located on 64th Drive NE, 206th Place NE, and 64th Drive NE between Cemetery Road and 208th Street NE. These vital water mains are composed of 6-inch asbestos-cement (AC) and have exceeded their design lives. The improvements will replace existing AC main and install new 8-inch ductile iron water main in 64th Drive NE, 206th Place NE, and 64th Drive NE. The existing waterline that crosses Portage Creek between 64th Drive NE will be abandoned, and all pipe between property lines will be removed. The planned improvements are shown on the attached 2024 UPP Water Main Replacement map. Approximately 1,650 linear feet (LF) of water main replacement is located within City right-of-way. The existing hydrants will be replaced as well. 2024 Pavement Preservation This part of the project focuses on pavement preservation improvements for road segments with failing pavement, including curb ramp replacements; utility casting adjustments; monument protection and casting adjustments; and minor improvements to existing sanitary sewer and stormwater structures. Minor structure improvements may include frame and cover replacement; grade ring replacement or repair; and structure replacement and pipe reconnection. Approximately 8,400 LF of pavement preservation will be performed on the road segments shown on the attached 2024 UPP Pavement Preservation Work Plan map.  The anticipated pavement preservation improvements are summarized below and reflect the discussion held on November 29, 2023. →Gleneagle Boulevard: 2-inch grind and overlay with full depth spot repairs. Hot mix asphalt (HMA) Class 3/8-inch will be used to pave the Gleneagle neighborhood. Full depth spot repairs are anticipated to include 4-inch HMA (2-inch lifts) and 2-inch CSBC subgrade leveling and compaction. →64th Drive NE: Pavement preservation will be included in the bid documents as an Add Alternate. If the City does not have enough funding to improve the pavement, then the surface restoration will be limited to trench patch, as shown in City standard detail W-270. →68th Drive NE: 5-inch HMA (two 2.5-inch lifts) and 2-inch crushed surfacing base course (CSBC) subgrade leveling and compaction within the existing asphalt and City right-of-way limits. Level and compact the existing gravel shoulder and parking area with 2-inch CSBC. Existing gravel infiltration trench along the eastside of 68th Drive NE is anticipated to remain as is. Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 2 December 2023 → S West Avenue and W 4th Street: 5-inch HMA (two 2.5-inch lifts) and 2-inch CSBC subgrade leveling and compaction within the existing asphalt limits. A solar-powered pedestrian actuated rectangular rapid flashing beacon (RRFB) will be designed for the mid-block crossing of S West Avenue. The City’s parking lot improvements (separate project) at 5th Street and S West Avenue will be connected into with this project. → E 1st Street: 4-inch HMA (2-inch lifts) and 2-inch CSBC subgrade leveling and compaction within the existing asphalt limits.  Select curb and gutter replacement may be necessary, but otherwise the existing curb and gutter will remain in place.  Sidewalk improvements are not anticipated beyond the curb ramp limits.  Pavement improvements will generally match into existing pavement seams.  Approximately 45 curb ramp replacements are anticipated in the project area. For the purposes of tracking City funds, separate design subtasks and bid schedules will be used to distinguish the design services and construction costs associated with the utility and pavement preservation improvements. General Assumptions  The City will be responsible for permitting, potholing, easement acquisition, bidding, and construction management.  The City will be responsible for coordinating project elements with key stakeholders, franchise utilities, and the public affected by the project.  The Contractor shall be responsible for developing temporary traffic control plans, developing erosion and sediment control plans, and applying for City Right-of-Way Use permits.  The Contractor will be responsible for maintaining one lane of traffic within the project areas and access to the residents and businesses.  All environmental permits necessary for the Project will be obtained by the City.  The City will determine whether geotechnical services are necessary and will furnish all relevant reports and data as needed, per the discussion held on November 29, 2023.  The City will determine whether topographic survey will be necessary for the project and will furnish all survey data as needed per the discussion held on November 29, 2023.  The base map for both Schedule A, Utility Improvements, and Schedule B, Pavement Preservation, will be based on the City-provided geographic information system (GIS) mapping, aerial imagery, and lidar.  All plans will be prepared in AutoCAD 2022 Civil 3D format. Approximately 800 LF can fit on one dual plan sheet.  All plan sheets will be dual plan view except for the possible profile view at the Portage Creek existing water main crossing. The City will determine whether a profile view will be necessary for the abandonment and removal of the existing water main that crosses Portage Creek. If necessary, the City will furnish all data to complete design per the discussion held on November 29, 2023.  Project meetings and site visits will be comprehensive and discuss both utility and pavement preservation aspects of the project. Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 3 December 2023  One (1) plan set and contract document package will be prepared for the comprehensive 2024 Utility and Pavement Preservation project.  The City review period is assumed to be 2 weeks. Review comments will be received in a complete, single submittal.  City and Washington State Department of Transportation (WSDOT) standard details/plans will be included in the Contract Provision Appendices, not in the Contract Plans.  Any work beyond this scope of work may require an amendment to the scope, budget, and schedule. Task 01 – Project Management Objective The objective of this task is to provide overall project management, leadership, and team strategic guidance aligned with City of Arlington staff objectives: coordinate, monitor, and control the project resources to meet the technical, communication, and contractual obligations required for developing and implementing the project scope. This task includes general management functions that include the following:  Project Planning – Prepare a project management plan (PMP) to document and communicate the scope of work, budget, schedule, deliverables, communication protocols, risk management, change management, quality management, health and safety protocols, and project closeout as a road map for the project team. This work includes updating the project schedule developed by the City by using the City’s Smartsheet software.  Budget and Schedule Tracking – Track the project budget using Parametrix in-house tools to verify that progress is keeping pace with spending.  Biweekly Design Team Meetings, with an issues list to document project design decisions.  Monthly Invoices and Progress Reports – Prepare a monthly invoice for services performed by Parametrix.  Correspondence – Prepare written correspondence as needed to document project management issues and/or concerns. Deliverables Deliverables for this task include the following:  Project schedule: up to two (2) updates (Smartsheet format).  Project management plan: draft and final (in Microsoft [MS] Word and portable document format [PDF]).  Monthly invoices and progress reports.  Phone calls and emails regarding project status. Assumptions Assumptions for this task include the following:  Anticipated notice to proceed will be around December 20, 2023.  Project duration is approximately 6 months. Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 4 December 2023  Budget assumes up to twelve (12) 30-minute biweekly internal team meetings.  Biweekly internal team meetings will be attended by up to five (5) Parametrix staff. Task 02 – Data Collection and Utility Coordination Objective This task will include coordination with City staff and utilities to gather information necessary to develop the contract documents for bidding and construction. Subtask 02-01 – Data Request Approach The approach for this task includes the following:  Data Request List – Prepare a list of data needed for the project, submit the list to the City, and coordinate with the City during the data collection process. This includes preparing an additional list of supplemental data needed for the project, as necessary.  Review Data and Information – Review data and information provided by the City and extract relevant information for the project. This will include record drawings, previous studies or reports, GIS data, aerial imagery, construction photos, and other information related to the project sites. Deliverables Deliverables for this task include the following:  Electronic copies of formal “Data Request” (MS Word format). Assumptions Assumptions for this task include the following:  Up to two (2) data requests will be developed and submitted to the City.  The City will provide all available documentation for City facilities, as requested. Subtask 02-02 – Utility Coordination and Analysis Approach The approach for this task includes the following:  Request existing and proposed utility mapping from all utility companies located within the utility improvement project area.  Perform a utility conflict analysis for the preliminary water main alignments to identify potential utility conflicts.  Develop a list of potential conflict locations to obtain specific utility information, including dimensions, location, and depth, identifying areas to be potholed by the City to confirm existing utilities at critical locations of planned improvements. Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 5 December 2023 Deliverables Deliverables for this task include the following:  Documentation of utility conflict analysis and recommendations for utility potholing (electronic format). Assumptions Assumptions for this task include the following:  City crews will perform potholing and locating as determined by the utility conflict analysis.  Utility mapping and potholing are not anticipated to be necessary for the pavement preservation areas due to the shallow depth of the pavement and curb ramp improvements. Task 03 – Preliminary Design (30%) Objective This task will include coordination with City staff and development of 30% design plans and opinion of probable construction cost (OPCC) for the utility and pavement preservation improvements. The 30% design will establish the foundational design elements to allow the project to advance to the 90% design submittal. Subtask 03-01 – Utility Improvements Objective This subtask will focus on the water main alignment, pipe size, valves, hydrants, connections, and restoration requirements. Approach The approach for this subtask includes the following:  Kickoff Meeting and Site Visit – Prepare for and attend a kickoff meeting and site visit to initiate the project design and better understand the City’s goals. Prepare a meeting agenda and meeting summary (draft and final). Following the meeting, perform a site visit with City engineering and operations staff to discuss the water main alignment, hydrants, and connections. During the site visit, the team will review the GIS data and existing site conditions.  30% Plans – Parametrix will complete a preliminary design based on the City-provided GIS mapping, aerial imagery, lidar, and applicable City design guidelines. The plans will display the water main alignment, pipe size, valves, fittings, hydrants, and connection locations. The plan sheets will be dual plan view at 20-inch scale.  30% OPCC – Parametrix will prepare an OPCC based on estimated quantities from the 30% Plans and recent bid tabs provided by the City. The work associated with the water main improvements will be captured in Bid Schedule A.  Quality Assurance/Quality Control (QA/QC) – Parametrix will manage and coordinate in-house QA reviews of the 30% plans and OPCC per the Parametrix Quality Guidance Document and Quality Protocols. The deliverables will go through a formal QC review by a qualified person Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 6 December 2023 with relevant experience. The QC reviews, revisions, and confirmation will be documented and preserved in the project folder for future use. Subtask 03-02 – Pavement Preservation Objective This subtask will focus on the pavement preservation and curb ramp replacements. Approach The approach for this subtask includes the following:  Kickoff Meeting and Site Visit – Prepare for and attend a kickoff meeting and site visit to initiate the project design and better understand the City’s goals. Prepare a meeting agenda and meeting summary (draft and final). Following the meeting, perform a site visit with City engineering and operations staff to discuss the pavement preservation method and limits as well as curb ramp replacement types.  30% Plans – Parametrix will complete a preliminary design based on the City-provided GIS mapping, aerial imagery, lidar, and applicable City design guidelines. The plans will display the pavement preservation methods and limits as well as curb ramp replacement locations and types. Two project-specific curb ramp typical details will be developed for the ramps along E 1st Street. For the other ramp improvement areas, WSDOT Standard Plans will be referenced for curb ramp replacement types. The plan sheets will be dual plan view at 20-inch scale.  30% OPCC – Parametrix will prepare an OPCC based on estimated quantities from the 30% Plans and recent bid tabs provided by the City. The work associated with the pavement preservation improvements will be captured in Bid Schedule B. The work associated with the 64th Drive NE pavement preservation will be captured in Bid Schedule C as an add alternate.  QA/QC – Parametrix will manage and coordinate in-house QA reviews of the 30% plans and OPCC per the Parametrix Quality Guidance Document and Quality Protocols. The deliverables will go through a formal QC review by a qualified person with relevant experience. The QC reviews, revisions, and confirmation will be documented and preserved in the project folder for future use. Task 3 Deliverables Deliverables for this task include the following:  Agenda and summary of the kickoff meeting and site visit (draft and final).  30% plans at half size (11x17 inches) in electronic format (PDF).  30% OPCC in electronic format (PDF). Task 3 Assumptions Assumptions for this task include the following:  The kickoff meeting and site visit will be held in person and attended by up to three (3) Parametrix team members. The utility and pavement preservation meeting and site visit will be combined into one and occur on the same day. Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 7 December 2023 Task 3 City Support  Review meeting agenda and summary and provide comments.  Attend site visit with the project team.  Complete technical review of the 30% design completion submittal and provide one (1) compiled written set of comments. Task 04 – Final Design (90%) Objective This task will include coordination with City staff and development of utility and pavement preservation 90% design plans, specifications, and OPCC for City review. Subtask 04-01 – Utility Improvements Objective This subtask will focus on advancing the water main improvements and incorporating City review comments. Approach The approach for this subtask includes the following:  30% Review Meeting and Site Visit – Prepare for and attend a 30% design review meeting and site visit to discuss final design development for the utility improvements. Prepare a meeting agenda and meeting summary (draft and final). Following the meeting, perform a site visit with City engineering and operations staff to discuss the water main alignment, unique service connections, miscellaneous utility structure improvements, and restoration requirements. Prior to the review meeting, the City will complete their technical review of the 30% design completion submittal and provide one (1) compiled written set of comments.  Over-the-Shoulder Review Meeting – Prepare for and attend a virtual over-the-shoulder design progress review meeting midway through development of the 90% submittal. The meeting will focus on design clarifications and City feedback for the utility improvements and restoration requirements.  90% Plans – Preliminary design drawings (30% design completion) will be revised and further developed to incorporate comments from the City’s review of the preliminary design. The plans will be developed to the 90% design level and display meter locations, service lines, pothole data, concrete driveway and sidewalk replacement needs, water meter matrix, utility details, and a structures table to identify the minor storm and sanitary sewer structure improvements.  90% Specifications – Project special provisions and appendices will be prepared to support the design and to be included in the contract documents. Specifications will be prepared based on the City’s standard special provisions to the most current WSDOT Standard Specifications. The City's front-end specifications will be reviewed for consistency between technical specifications and contractual documents.  90% OPCC – The 30% design OPCC will be revised per the design revisions and advanced to the 90% design completion level. Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 8 December 2023  QA/QC – Parametrix will manage and coordinate in-house QA reviews of the 90% plans, specifications, and OPCC per the Parametrix Quality Guidance Document and Quality Protocols. The deliverables will go through a formal QC review by a qualified person with relevant experience. The QC reviews, revisions, and confirmation will be documented and preserved in the project folder for future use. Subtask 04-02 – Pavement Preservation Objective This subtask will focus on advancing the pavement preservation, curb ramp, and RRFB improvements. Approach The approach for this subtask includes the following:  30% Review Meeting and Site Visit – Prepare for and attend a 30% design review meeting and site visit to discuss final design development for the pavement preservation improvements. Prepare a meeting agenda and meeting summary (draft and final). Following the meeting, perform a site visit with City engineering and operations staff to discuss curb ramp lengths and property restoration requirements. Prior to the review meeting, the City will complete their technical review of the 30% design completion submittal and provide one (1) compiled written set of comments.  Over-the-Shoulder Review Meeting – Prepare for and attend a virtual over-the-shoulder design progress review meeting midway through development of the 90% submittal. The meeting will focus on design clarifications and City feedback for the pavement preservation improvements and property restoration requirements.  90% Plans – Preliminary design drawings (30% design completion) will be revised and further developed to incorporate comments from the City’s review of the preliminary design. The plans will be developed to the 90% design level and display curb ramp lengths, pavement details, RRFB details, channelization, and property restoration needs.  90% Specifications – Project special provisions and appendices will be prepared to support the design and to be included in the contract documents. Specifications will be prepared based on the City’s standard special provisions to the most current WSDOT Standard Specifications. The City's front-end specifications will be reviewed for consistency between technical specifications and contractual documents.  90% OPCC – The 30% design OPCC will be revised per the design revisions and advanced to the 90% design completion level.  QA/QC – Parametrix will manage and coordinate in-house QA reviews of the 90% plans, specifications and OPCC per the Parametrix Quality Guidance Document and Quality Protocols. The deliverables will go through a formal QC review by a qualified person with relevant experience. The QC reviews, revisions, and confirmation will be documented and preserved in the project folder for future use. Task 4 Deliverables Deliverables for this task include the following:  Agenda and summary of all meetings (draft and final).  90% plans at half size (11x17 inches) in electronic format (PDF). Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 9 December 2023  90% specifications and appendices in electronic format (MS Word and PDF).  90% OPCC in electronic format (PDF). Task 4 Assumptions Assumptions for this task include:  The 30% review meeting and site visit will be held in person and attended by two (2) Parametrix team members.  The over-the-shoulder review meeting will be held virtually and attended by up to three (3) Parametrix team members.  The City will provide information on storm and sanitary sewer main improvements and the fire hydrants to remain and a list of water services prior to the 90% design submittal.  Detailed curb ramp design is not included in this scope of work. The curb ramp dimensions will include sufficient detail for quantity takeoff and initial field layout purposes—generally, basic ramp dimensions and type per WSDOT Standard Plans. The final ramp limits will be field verified by the City during construction, based on measurement of formwork and no right-of-way being required. Task 4 City Support  Review meeting agenda and summary and provide comments.  Attend site visit with the project team and provide input on final design improvements.  Collect and provide data for the Water Meter Matrix and Structures Table, summarizing the minor storm and sanitary sewer structure improvements for incorporation into the 90% design completion plans.  Determine the necessary ramp lengths and sidewalk removal limits for each curb ramp and provide information to Parametrix for incorporation into the 90% design completion plans.  Prepare and provide electronic files and periodic updates of text, forms, schedules, and other components of the contract documents, including preferred “front-end” sections.  Complete technical review of the 90% design completion submittal and provide one (1) compiled written set of comments. Task 05 – Final Design (Bid Ready) Objective This task will include coordination with City staff and development of utility and pavement preservation bid-ready plans, specifications, and opinion of OPCC for City bid advertisement. Final bid-ready plans will incorporate all prior review comments and will be suitable for bidding. Subtask 05-01 – Utility Improvements Objective This subtask will focus on incorporating City review comments and finalizing the water main improvements. Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 10 December 2023 Approach The approach for this subtask includes the following:  90% Review Meeting – Prepare for and attend a virtual design review meeting with City engineering and operations staff to discuss review comments and gather input on key issues related to utility improvements. Prepare meeting agenda and meeting summary (draft and final).  Bid-Ready Plans, Specifications, and OPCC – The 90% design package will be revised to incorporate comments from the City’s review and advanced to bid ready. The contract documents and plans will be compiled, stamped, signed, and submitted to the City for their distribution and advertisement.  QA/QC – Parametrix will manage and coordinate in-house QA reviews of the Bid-Ready Plans, Specifications, and OPCC per the Parametrix Quality Guidance Document and Quality Protocols. The deliverables will go through a formal QC review by a qualified person with relevant experience. The QC reviews, revisions, and confirmation will be documented and preserved in the project folder for future use. Subtask 05-02 – Pavement Preservation Objective This subtask will focus on incorporating City review comments and finalizing the pavement preservation, curb ramp, and RRFB improvements. Approach The approach for this subtask includes the following:  90% Review Meeting – Prepare for and attend a virtual design review meeting with City engineering and operations staff to discuss review comments and gather input on key issues related to pavement preservation and curb ramp improvements. Prepare meeting agenda and meeting summary (draft and final).  Bid-Ready Plans, Specifications, and OPCC – The 90% design package will be revised to incorporate comments from the City’s review and advanced to bid ready. The contract provisions and plans will be compiled, stamped, signed, and submitted to the City for their distribution and advertisement.  QA/QC – Parametrix will manage and coordinate in-house QA reviews of the Bid-Ready Plans, Specifications, and OPCC per the Parametrix Quality Guidance Document and Quality Protocols. The deliverables will go through a formal QC review by a qualified person with relevant experience. The QC reviews, revisions, and confirmation will be documented and preserved in the project folder for future use. Task 5 Deliverables Deliverables for this task include the following:  Agenda and summary of the 90% review meeting (draft and final).  Bid-Ready Plans at half size (11x17 inches) and full size (22x34 inches) in electronic format (PDF).  Bid-Ready Contract Provisions containing City front-end contract documents, project specifications, and appendices in electronic format (PDF).  Bid-Ready OPCC in electronic format (PDF). Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 11 December 2023 Task 5 Assumptions Assumptions for this task include:  The 90% review meeting will be held virtually and attended by up to three (3) Parametrix team members.  Parametrix shall apply a Washington Professional Engineer’s stamp with signature and date on the final bid-ready edition of the design plans and specifications.  The final bid packages will include three (3) bid schedules: one (1) for utility improvements, one (1) for pavement preservation and one (1) for the 64th Drive NE pavement preservation add alternate. Task 5 City Support  Review meeting agenda and summary and provide comments.  City to coordinate and submit bid-ready contract documents to Builders Exchange of Washington. Task 06 – Bidding Assistance Objective This task will include supporting the City on an as-needed basis during bidding of the project. Approach The approach for this task includes the following:  Bidder Inquiries – With direction from the City, respond to questions from bidders, subcontractors, equipment suppliers, and other vendors regarding the project plans and specifications. Maintain a written record of communications during bidding process.  Addenda – Assist the City in the preparation of any addenda as necessary to clarify the contract documents. Deliverables Deliverables for this task include the following:  Written responses to bidders’ questions as required.  Draft addenda as required for the City to distribute to plan holders. Assumptions Assumptions for this task include:  The City will be responsible for tasks associated with printing bid documents, document distribution, bid advertisement, addenda distribution, plan holder administration, bid evaluation, bid tabulation, etc.  Parametrix’s support services during bidding will be performed up to the extent of the fee estimate.  Up to three (3) responses to bidder inquiries will be prepared for the City.  Up to two (2) draft addenda will be prepared for the City. The City will finalize and sign the addenda. Scope of Work City of Arlington 2024 Utility and Pavement Preservation Project 12 December 2023 Preliminary Estimated Schedule Parametrix will begin work immediately upon receipt of Notice to Proceed from the City. Parametrix will proceed according to the preliminary estimated schedule shown below; however, the schedule may change due to design collaboration efforts with the City. Factors beyond Parametrix’ control may also require schedule modifications. NOTE: The assumed turnaround time for City review of deliverables is 2 weeks. Preliminary Drawing List Sheet Drawing Name 1 G1 Title Sheet, Vicinity Maps, and Drawing Index 2 G2 Abbreviations and Legends 3 G3 General Notes 4 U1 Utility Improvements Horizontal Control and Key Sheet 5 U2 Utility Improvements-1 6 U3 Utility Improvements-2 7 U4 Utility Improvements-3 8 UD1 Water Meter Matrix and Details 9 P1 Pavement Preservation Sheet Layout 10 P2 Pavement Preservation-1 11 P3 Pavement Preservation-2 12 P4 Pavement Preservation-3 13 P5 Pavement Preservation-4 14 P6 Pavement Preservation-5 15 P7 Pavement Preservation-6 16 P8 Pavement Preservation-7 17 P9 Pavement Preservation-8 18 P10 Pavement Preservation-9 19 P11 Pavement Preservation-10 20 P12 Pavement Preservation-11 21 PD1 Pavement Details-1 22 PD2 Pavement Details-2 23 SD1 Sign Details-1 24 CH1 Channelization Sheet Layout 25 CH2 Channelization Plan-1 26 CH3 Channelization Plan-2 27 CH4 Channelization Plan-3 Le g e n d 2024 Pavement Preservation City Limits Aerial captured in 2022 This data is provided ‘as is’ without warranty of any kind. The entire risk as to the results and performance of the data is assumed by you. Should the data prove defective, you assume the entire cost of all necessary servicing, repair, or correction. These data and corresponding attributes are not to be used for design purposes. Further, the City of Arlington does not warrant, guarantee, or make any representations regarding the use of, or results from the use of the data in terms of correctness, accuracy, reliability, currentness, or otherwise; and you rely on the data and results solely at your own risk. There are known gaps and inaccuracies in the current data set and the provided information should be considered a draft and in-progress work. Washington State Law, Ch. 42.56 RCW, prohibits state and local agencies from providing access to lists of individuals intended for use for commercial purposes and thus, no commercial use may be made of any Data comprising lists of individuals contained herein. ±City of Arlington 2024 Pavement Preservation Work Plan Scale: 1:20,500 File:PMLayouts/ 2024UPP_Pavement11x8.5_23 Date: 10/19/2023 Cartographer: lhb 68THDRNE NORTH ST SR 530 OLYMPIC PL77THAVENE 211THPLNE SR 9 178THPLNE 204THSTNE KONADR SR531/172ND ST NE S OLYMPIC AVE 82ND DR NE 207TH ST NE 20 4 T H S T N E E 3 R D S T SR 9 N FRENCH AVEPEAKPL SR 9 E H I G H L A N D D R E 1 S T S T 59TH AVE NE E 5 T H S T 65TH DRNE S COBB AVE 199TH ST NE SWEST AVE 84THAVE NE 64TH DRNE 81ST DR NE 71ST AVE NE 186TH ST NE 74TH AVENE 190THPLNE 62ND DR NE 207TH ST NE 206THSTNE 62ND AVE NE S HAZEL ST 66TH AVE NE OXFORD DR N ALCAZAR AVE WHITEHAWK DR 63RDAVE NE PORTAGE ST 19 2 N D S T N E DUNHAM AVE 19 7 T H S T N E KNOLL DR S STILLAGUAMISH AVE W JENSEN ST CEMETERY RD 195THSTNE 18 8 T H S T N E SR 5 3 0 83RD DR NE JENSENFARMLNREDHAWKDR GREYWALLS DR 192ND PL NE S CEDARBOUGHLOOP E 2 N D S T SR 530 UPLANDDR 220TH ST NE S FRENCH AVE S MACLEOD AVE CHAMPIONSDR GLENEAGLEBLVD 80TH DR NE 190THPL NE OLDBURNRD NEWPORTDR 79TH DR NE VISTADR 59TH DR NE 18 0 T H S T N E HAWKSVIEW DR 59TH AVE NE N MACLEOD AVE N OLYMPIC AVE N DUNHAM AVE HIGHLAND VIEW DR WOODLANDSWAY BURNRD WOODBINE DR ARLINGTONVALLEYROADW COUNTRYCLUB DR 59TH DR NE DIKE RD E COUNTRYCLUBDR 63RD AVE NE 59TH AVE NE EAGLEFIELDDR 67TH AVE NE CROWN RIDGEBLVD E DIVISION 1386 20 1 5 20 1 8 20 1 6 1387 13891388 1995 1991 1987 1276 1013 1887 1276 GLENEAGLE BLVD W COUNTRY CLUB DR HARRIER DR 531 70 1386 GLENEAGLE BLVD CONDOR DR NE 172ND ST NE 200 88 1387 GLENEAGLE BLVD HARRIER DR GREENLOFT AVE NE 375 70 1388 GLENEAGLE BLVD GREENLOFT AVE NE GLENWOOD AVE NE 383 37 1389 GLENEAGLE BLVD GLENWOOD AVE NE CONDOR DR NE 382 35 1987 N WEST AVE E DIVISION ST E 5TH ST 468 40 1991 N WEST AVE E 5TH ST E 4TH ST 451 42 1995 N WEST AVE E 4TH ST E 3RD ST 430 40 2015 E 1ST ST N OLYMPIC AVE N MACLEOD AVE 301 21 2016 E 1ST ST N MCLEOD AVE N DUNHAM ST 320 24 2018 E 1ST ST N DUNHAM AVE N FRENCH AVE 309 26 1013 68TH DR NE 191ST PL NE DEAD END 823 18 1887 N WEST AVE E 3RD ST 67TH AVE NE 1588 58 Segment ID Name Start End Shape Length PCI Le g e n d 2024 Utility Upgrade To Be Abandoned City Limits Aerial captured in 2022 This data is provided ‘as is’ without warranty of any kind. The entire risk as to the results and performance of the data is assumed by you. Should the data prove defective, you assume the entire cost of all necessary servicing, repair, or correction. These data and corresponding attributes are not to be used for design purposes. Further, the City of Arlington does not warrant, guarantee, or make any representations regarding the use of, or results from the use of the data in terms of correctness, accuracy, reliability, currentness, or otherwise; and you rely on the data and results solely at your own risk. There are known gaps and inaccuracies in the current data set and the provided information should be considered a draft and in-progress work. Washington State Law, Ch. 42.56 RCW, prohibits state and local agencies from providing access to lists of individuals intended for use for commercial purposes and thus, no commercial use may be made of any Data comprising lists of individuals contained herein. ±City of Arlington 2024 Utility and Pavement Preservation - Water Main Replacement Scale: 1:1,600 File:PMLayouts/ 2024UPP_Utilities11x8.5_23 Date: 10/16/2023 Cartographer: lhb M-1 6 1 5 M-921 M-927 LANTERN LN NE 206TH PL NE 64T H D R N E GROVE PL 65TH DR NE 20 8 T H S T N E CE M E T E R Y R D 64TH DR NE M-42 5 M-425 6 AC 313 1960 To Be Abandoned M-921 6 AC 403 1960 8" DI M-927 8 AC 767 1960 8" DI M-1615 6 AC 157 2000 8" DI Asset ID Pipe Size Pipe Type Shape Length Year Installed Upgrade To Vicinity Map Client: City of Arlington Project: 2024 Utility and Pavement Preservation BUDGET December 5, 2023 Je n n a L. T . An d e r s o n Sp e n c e r Og d e n Be t h Ma y Yo u n i s Ma h m o o d i Ry a n Co o p e r So h r a b Si d d i q u i Br e t t Wi l l i a m s Ma r i Or a m a Ma r c Ke n d a l l Ka n d a c e Ri c h a r d s o n Am a n d a Lu c a s Lo r i Gi l b e r t s o n Sr Co n s u l t a n t En g i n e e r II I En g i n e e r II I En g i n e e r II I En g i n e e r I En g i n e e r II I De s i g n e r IV Sr En g i n e e r Sr En g i n e e r Pr o j e c t Co o r d i n a t o r Pu b l i c a t i o n s Su p e r v i s o r Sr Pr o j e c t Ac c o u n t a n t $258.23 $158.37 $135.33 $159.21 $113.29 $167.02 $164.35 $240.28 $227.14 $117.20 $140.60 $148.01 Task SubTask Description Labor Dollars Labor Hours Multiplier 1 Task 1 ‐ Project Management $16,560.10 102 3.1 12 56 6 0 6 3 3 0 0 8 2 6 1 1.1 Project Planning $4,715.89 28 4 20 2 2 1 1.2 Budget and Schedule Tracking $1,941.78 11 2 9 1 1.3 Bi‐Weekly Internal Team Meetings $4,685.85 30 3 9 6 6 3 3 1 1.4 Monthly Invoices and Progress Reports $3,016.57 21 9 6 6 1 1.5 Correspondence $2,200.01 12 3 9 2 Task 2 ‐ Data Collection $3,394.32 26 0 8 4 0 14 0 0 0 0 0 0 0 2 2.1 Data Request $1,627.96 12 4 4 4 2 2.2 Utility Coordination and Analysis $1,766.36 14 4 10 3 Task 3 ‐ Preliminary Design (30%) $52,648.51 353 8 43 96 20 74 0 100 4 8 0 0 0 3 3.1 Utility Improvements $21,501.09 151 4 19 0 20 74 0 30 4 0 0 0 0 3 3.1 Kick‐off Meeting and Site Visit $1,444.72 9 2 3 4 3 3.1 30 Percent Plans and Estimate $18,578.77 136 16 20 70 30 3 3.1 Quality Assurance/Quality Control (QA/QC) $1,477.59 6 2 4 3 3.2 Pavement Preservation $31,147.42 202 4 24 96 0 0 0 70 0 8 0 0 0 3 3.2 Kick‐off Meeting and Site Visit $1,961.93 12 2 4 6 3 3.2 30 Percent Plans and Estimate $26,851.94 180 20 90 70 3 3.2 Quality Assurance/Quality Control (QA/QC) $2,333.55 10 2 8 4 Task 4 ‐ Final Design (90%) $76,497.60 507 8 67 128 40 84 40 110 6 12 0 12 0 4 4.1 Utility Improvements $28,725.95 199 4 29 0 40 84 0 30 6 0 0 6 0 4 4.1 30 Percent Review Meeting and Site Visit $1,444.72 9 2 3 4 4 4.1 Over the Shoulder Review Meeting $316.74 2 2 4 4.1 90 Percent Plans, Specifications and Estimate $25,006.34 180 24 40 80 30 6 4 4.1 Quality Assurance/Quality Control (QA/QC) $1,958.15 8 2 6 4 4.2 Pavement Preservation $47,771.65 308 4 38 128 0 0 40 80 0 12 0 6 0 4 4.2 30 Percent Review Meeting and Site Visit $1,961.93 12 2 4 6 4 4.2 Over the Shoulder Review Meeting $587.40 4 2 2 4 4.2 90 Percent Plans, Specifications and Estimate $41,980.22 278 32 120 40 80 6 4 4.2 Quality Assurance/Quality Control (QA/QC) $3,242.09 14 2 12 5 Task 5 ‐ Final Design (100% Bid Ready) $42,673.13 286 6 33 73 16 62 20 56 4 8 0 8 0 5 5.1 Utility Improvements $16,716.21 119 3 14 0 16 62 0 16 4 0 0 4 0 5 5.1 90 Percent Review Meeting $801.55 5 1 2 2 5 5.1 100 Percent Bid Ready Plans, Specifications and Estimate $14,437.07 108 12 16 60 16 4 5 5.1 Quality Assurance/Quality Control (QA/QC) $1,477.59 6 2 4 5 5.2 Pavement Preservation $25,956.92 167 3 19 73 0 0 20 40 0 8 0 4 0 5 5.2 90 Percent Review Meeting $1,139.33 7 1 3 3 5 5.2 100 Percent Bid Ready Plans, Specifications and Estimate $22,484.04 150 16 70 20 40 4 5 5.2 Quality Assurance/Quality Control (QA/QC) $2,333.55 10 2 8 6 Task 6 ‐ Bidding Assistance $6,721.67 40 4 24 0 0 0 4 4 0 0 0 4 0 6 6.1 Bidder Inquiries $2,715.39 16 2 10 2 2 6 6.2 Addenda $4,006.27 24 2 14 2 4 2 Labor Totals: $198,495.33 1,314 38 231 307 76 240 67 273 14 28 8 26 6 Totals: $198,495.33 $9,812.83 $36,583.11 $41,547.07 $12,099.62 $27,189.27 $11,190.24 $44,868.15 $3,363.93 $6,359.79 $937.56 $3,655.68 $888.08 Other Direct Expenses Other Direct Costs $150.00 Other Direct Expenses Total: $150.00 Project Total $198,645.33 Burdened Rates: City of Arlington Council Agenda Bill WS #8 Attachment December 11, 2023 Stormwater Capacity Grant Agreement for FY 2023-2025 Grant Agreement from Department of Ecology Public Works; Jim Kelly, Director EXPENDITURES REQUESTED: $130,000 - Expenditures 100% reimbursed BUDGET CATEGORY: Stormwater Operating Fund 412 BUDGETED AMOUNT: $25,000 (2024) Grant amount was increased LEGAL REVIEW: DESCRIPTION: Stormwater Capacity Grant for July 2023- March 2025 for $130,000 to fund Stormwater NPDES Phase II activities. The Stormwater Capacity Grant Program provides funding to municipalities for work and projects associated directly with the implementation of Phase II National Pollutant Discharge Elimination System (NPDES) stormwater permits. The Department of Ecology’s Municipal Stormwater Capacity Grants Program has increased the award amount for the City of Arlington from $25,000 to $130,000 for the 2023-2025 biennium. Due to delay by Ecology, the contract is late being sent for signatures, however the City will be reimbursed for eligible expenses incurred from July 2023. There is no City match required for this grant. A budget amendment of $105,000 will be added to the City’s 2024 budget amendments. ALTERNATIVES: Remand to staff for additional information. Workshop; discussion only. At the December 18, 2023 Council meeting, the recommended motion will be, “I move to accept the Municipal Stormwater Capacity Grant in the amount of $130,000 and authorize the Mayor to sign the agreement.” Agreement No. WQSWCAP-2325-ArliPW-00006 WATER QUALITY STORMWATER CAPACITY AGREEMENT BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND CITY OF ARLINGTON This is a binding Agreement entered into by and between the state of Washington , Department of Ecology, hereinafter referred to as “ECOLOGY,” and City of Arlington, hereinafter referred to as the “RECIPIENT,” to carry out with the provided funds activities described herein. 2023-2025 Biennial Stormwater Capacity Grants GENERAL INFORMATION Project Title: Total Cost: Total Eligible Cost: Ecology Share: Recipient Share: The Effective Date of this Agreement is: The Expiration Date of this Agreement is no later than: Project Type: Project Short Description: This project will assist Phase I and II Permittees in implementation or management of municipal stormwater programs. Project Long Description: N/A Overall Goal: This project will improve water quality in the State of Washington by reducing stormwater pollutants discharged to state water bodies. $130,000.00 $130,000.00 $130,000.00 $0.00 07/01/2023 03/31/2025 Capacity Grant Page 2 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington RECIPIENT INFORMATION Organization Name: Federal Tax ID: UEI Number:FFLLHCP2LNH2 Mailing Address: Physical Address: Contacts Organization Email: City of Arlington 91-6001401 154 W Cox Arlington, WA 98223 154 W Cox Arlington, Washington 98223 kwallace@arlingtonwa.gov Template Version 12/10/2020 Page 3 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington Nels Rasmussen Stormwater Technician III 154 W Cox Arlington, Washington 98223 Email: nrasmussen@arlingtonwa.gov Phone: (360) 403-3518 Authorized Signatory Kris Wallace Public Works Staff Accountant 154 W Cox Arlington, Washington 98223 Email: kwallace@arlingtonwa.gov Phone: (360) 403-3538 Billing Contact Project Manager Authorized Signatory Barbara Tolbert Mayor 238 N Olympic Ave Arlington, Washington 98223 Email: btolbert@arlingtonwa.gov Phone: (360) 403-3442 Template Version 12/10/2020 Page 4 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington Contacts Project Manager Financial Manager Kyle Graunke PO Box 47600 Olympia, Washington 98504-7600 Email: kygr461@ecy.wa.gov Phone: (360) 628-3890 Kyle Graunke PO Box 47600 Olympia, Washington 98504-7600 Email: kygr461@ecy.wa.gov Phone: (360) 628-3890 ECOLOGY INFORMATION Mailing Address: Physical Address: Department of Ecology Water Quality PO BOX 47600 Olympia, WA 98504-7600 Water Quality 300 Desmond Drive SE Lacey, WA 98503 Template Version 12/10/2020 Page 5 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington AUTHORIZING SIGNATURES RECIPIENT agrees to furnish the necessary personnel , equipment, materials, services, and otherwise do all things necessary for or incidental to the performance of work as set forth in this Agreement . RECIPIENT acknowledges that they had the opportunity to review the entire Agreement , including all the terms and conditions of this Agreement, Scope of Work, attachments, and incorporated or referenced documents, as well as all applicable laws, statutes, rules, regulations, and guidelines mentioned in this Agreement . Furthermore, the RECIPIENT has read, understood, and accepts all requirements contained within this Agreement . This Agreement contains the entire understanding between the parties , and there are no other understandings or representations other than as set forth, or incorporated by reference, herein. No subsequent modifications or amendments to this agreement will be of any force or effect unless in writing , signed by authorized representatives of the RECIPIENT and ECOLOGY and made a part of this agreement . ECOLOGY and RECIPIENT may change their respective staff contacts without the concurrence of either party . This Agreement shall be subject to the written approval of Ecology’s authorized representative and shall not be binding until so approved. The signatories to this Agreement represent that they have the authority to execute this Agreement and bind their respective organizations to this Agreement. Washington State Department of Ecology Water Quality City of Arlington Vincent McGowan, P.E. Mayor Barbara Tolbert By:By: Template Approved to Form by Attorney General's Office Program Manager Template Version 12/10/2020 Page 6 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington SCOPE OF WORK Task Number:1 Task Cost: $5,000.00 Task Title:Project Administration/Management Task Description: A. The RECIPIENT shall carry out all work necessary to meet ECOLOGY grant or loan administration requirements . Responsibilities include, but are not limited to: Maintenance of project records; submittal of requests for reimbursement and corresponding backup documentation; progress reports; and the EAGL (Ecology Administration of Grants and Loans) recipient closeout report (including photos, if applicable). In the event that the RECIPIENT elects to use a contractor to complete project elements, the RECIPIENT shall retain responsibility for the oversight and management of this funding agreement. B. The RECIPIENT shall keep documentation that demonstrates the project is in compliance with applicable procurement , contracting, and interlocal agreement requirements; permitting requirements, including application for, receipt of, and compliance with all required permits, licenses, easements, or property rights necessary for the project; and submittal of required performance items. This documentation shall be available upon request. C. The RECIPIENT shall maintain effective communication with ECOLOGY and maintain up -to-date staff contact information in the EAGL system. The RECIPIENT shall carry out this project in accordance with any completion dates outlined in this agreement. Task Goal Statement: Properly managed and fully documented project that meets ECOLOGY’s grant and loan administrative requirements . Task Expected Outcome: * Timely and complete submittal of requests for reimbursement , quarterly progress reports, and Recipient Closeout Report. * Properly maintained project documentation. Recipient Task Coordinator: Kris Wallace Deliverables Project Administration/Management Number Description Due Date 1.1 Progress Reports that include descriptions of work accomplished, project challenges or changes in the project schedule. Submitted at least quarterly. 1.2 Recipient Closeout Report (EAGL Form). Template Version 12/10/2020 Page 7 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington SCOPE OF WORK Task Number:2 Task Cost: $125,000.00 Task Title:Permit Implementation Task Description: Conduct work related to implementation of municipal stormwater National Pollutant Discharge Elimination System (NPDES) permit requirements. If the RECIPIENT is out of compliance with the Municipal Stormwater National Pollutant Discharge Elimination System (NPDES) permit, the RECIPIENT will use funds to attain compliance where applicable. The following is a list of elements projects may include: 1) Public education and outreach activities, including stewardship activities. 2) Public involvement and participation activities. 3) Illicit discharge detection and elimination (IDDE) program activities, including: a) Mapping of municipal separate storm sewer systems (MS4s). b) Staff training. c) Activities to identify and remove illicit stormwater discharges . d) Field screening procedures. e) Complaint hotline database or tracking system improvements. 4) Activities to support programs to control runoff from new development , redevelopment, and construction sites, including: a) Development of an ordinance and associated technical manual or update of applicable codes. b) Inspections before, during, and upon completion of construction, or for post-construction long-term maintenance. c) Training for plan review or inspection staff. d) Participation in applicable watershed planning effort . 5) Pollution prevention, good housekeeping, and operation and maintenance program activities, such as: a) Inspecting and/or maintaining the MS4 infrastructure. b) Developing and/or implementing policies, procedures, or stormwater pollution prevention plans at municipal properties or facilities. 6) Annual reporting activities. 7) Establishing and refining stormwater utilities, including stable rate structures. 8) Water quality monitoring to implement permit requirements for a Water Cleanup Plan (Total Maximum Daily Load (TMDL)). Note that any monitoring funded by this program requires submittal of a Quality Assurance Project Plan (QAPP) that ECOLOGY approves prior to awarding funding for monitoring . Monitoring must directly meet a Phase I or II permit requirement. 9) Structural stormwater controls program activities (Phase I permit requirement). 10) Source control for existing development (Phase I permit requirement), including: a) Inventory and inspection program. b) Technical assistance and enforcement . c) Staff training. 11) Equipment purchases that result directly in improved permit compliance. Equipment purchases must be specific to implementing a permit requirement (such as a vactor truck) rather than general use (such as a pick-up truck). Equipment purchases over $5,000.00 must be pre-approved by ECOLOGY. Template Version 12/10/2020 Page 8 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington Documentation of all tasks completed is required. Documentation may include field reports, dates and number of inspections conducted, dates of trainings held and participant lists, number of illicit discharges investigated and removed , summaries of planning, stormwater utility or procedural updates, annual reports, copies of approved QAPPs, summaries of structural or source control activities, summaries of how equipment purchases have increased or improved permit compliance. Ineligible expenses include capital construction projects, incentives or give-a-ways, grant application preparation, Technology Assessment Protocol - Ecology (TAPE) review for proprietary treatment systems, or tasks that do not support Municipal Stormwater Permit implementation. Task Goal Statement: This task will improve water quality in the State of Washington by reducing the pollutants delivered by stormwater to lakes , streams, and the Puget Sound by implementing measures required by Phase I and II NPDES permits. Task Expected Outcome: RECIPIENTs will implement measures required by Phase I and II NPDES permits . Recipient Task Coordinator: Nels Rasmussen Deliverables Permit Implementation Number Description Due Date 2.1 Documentation of tasks completed Template Version 12/10/2020 Page 9 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington BUDGET Funding Distribution EG240224 NOTE: The above funding distribution number is used to identify this specific agreement and budget on payment remittances and may be referenced on other communications from ECOLOGY. Your agreement may have multiple funding distribution numbers to identify each budget. Title: State Model Toxics Control Stormwater Account (MTCSA) 100% MTCSA Type: Funding Source %: Description: FDFund: Approved Indirect Costs Rate: Recipient Match %: InKind Interlocal Allowed: InKind Other Allowed: Is this Funding Distribution used to match a federal grant? Approved State Indirect Rate: 30% 0% No No Funding Title: Funding Source: Funding Expiration Date: Funding Type: Funding Effective Date: 2023-25 Stormwater Capacity Grant 07/01/2023 03/31/2025 Grant 2023-25 Stormwater Capacity Grant Task Total Grant and Loan Administration 5,000.00 Permit Implementation 125,000.00 130,000.00$ Template Version 12/10/2020 Page 10 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington Funding Distribution Summary Recipient / Ecology Share $$$%130,000.00 130,000.000.000.002023-25 Stormwater Capacity Grant Total 0.00 130,000.00 130,000.00 AGREEMENT SPECIFIC TERMS AND CONDITIONS N/A SPECIAL TERMS AND CONDITIONS GENERAL FEDERAL CONDITIONS If a portion or all of the funds for this agreement are provided through federal funding sources or this agreement is used to match a federal grant award, the following terms and conditions apply to you. A. CERTIFICATION REGARDING SUSPENSION, DEBARMENT, INELIGIBILITY OR VOLUNTARY EXCLUSION: 1.The RECIPIENT/CONTRACTOR, by signing this agreement, certifies that it is not suspended, debarred, proposed for debarment, declared ineligible or otherwise excluded from contracting with the federal government, or from receiving contracts paid for with federal funds. If the RECIPIENT/CONTRACTOR is unable to certify to the statements contained in the certification, they must provide an explanation as to why they cannot. 2.The RECIPIENT/CONTRACTOR shall provide immediate written notice to ECOLOGY if at any time the RECIPIENT/CONTRACTOR learns that its certification was erroneous when submitted or had become erroneous by reason of changed circumstances. 3.The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact ECOLOGY for assistance in obtaining a copy of those regulations . 4.The RECIPIENT/CONTRACTOR agrees it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under the applicable Code of Federal Regulations, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction. 5.The RECIPIENT/CONTRACTOR further agrees by signing this agreement , that it will include this clause titled “CERTIFICATION REGARDING SUSPENSION, DEBARMENT, INELIGIBILITY OR VOLUNTARY EXCLUSION” without modification in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 6.Pursuant to 2CFR180.330, the RECIPIENT/CONTRACTOR is responsible for ensuring that any lower tier covered Template Version 12/10/2020 Page 11 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington transaction complies with certification of suspension and debarment requirements. 7.RECIPIENT/CONTRACTOR acknowledges that failing to disclose the information required in the Code of Federal Regulations may result in the delay or negation of this funding agreement, or pursuance of legal remedies, including suspension and debarment. 8.RECIPIENT/CONTRACTOR agrees to keep proof in its agreement file , that it, and all lower tier recipients or contractors, are not suspended or debarred, and will make this proof available to ECOLOGY before requests for reimbursements will be approved for payment. RECIPIENT/CONTRACTOR must run a search in <http://www.sam.gov> and print a copy of completed searches to document proof of compliance. B. FEDERAL FUNDING ACCOUNTABILITY AND TRANSPARENCY ACT (FFATA) REPORTING REQUIREMENTS: CONTRACTOR/RECIPIENT must complete the FFATA Data Collection Form (ECY 070-395) and return it with the signed agreement to ECOLOGY. Any CONTRACTOR/RECIPIENT that meets each of the criteria below must report compensation for its five top executives using the FFATA Data Collection Form . ·Receives more than $30,000 in federal funds under this award. ·Receives more than 80 percent of its annual gross revenues from federal funds. ·Receives more than $25,000,000 in annual federal funds. Ecology will not pay any invoices until it has received a completed and signed FFATA Data Collection Form . Ecology is required to report the FFATA information for federally funded agreements , including the required Unique Entity Identifier in www.sam.gov <http://www.sam.gov/> within 30 days of agreement signature. The FFATA information will be available to the public at www.usaspending.gov <http://www.usaspending.gov/>. For more details on FFATA requirements, see www.fsrs.gov <http://www.fsrs.gov/>. C. FEDERAL FUNDING PROHIBITION ON CERTAIN TELECOMMUNICATIONS OR VIDEO SURVEILLANCE SERVICES OR EQUIPMENT: As required by 2 CFR 200.216, federal grant or loan recipients and subrecipients are prohibited from obligating or expending loan or grant funds to: 1.Procure or obtain; 2.Extend or renew a contract to procure or obtain; or 3.Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that use covered telecommunications equipment, video surveillance services or services as a substantial or essential component of any system, or as critical technology as part of any system. As described in Public Law 115-232 <https://www.govinfo.gov/content/pkg/PLAW-115publ232/pdf/PLAW-115publ232.pdf>, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities ). Recipients, subrecipients, and borrowers also may not use federal funds to purchase certain prohibited equipment, systems, or services, including equipment, systems, or services produced or provided by entities identified in section 889, are recorded in Template Version 12/10/2020 Page 12 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington the System for Award Management (SAM) <https://sam.gov/SAM/> exclusion list. Template Version 12/10/2020 Page 13 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington GENERAL TERMS AND CONDITIONS Pertaining to Grant and Loan Agreements With the state of Washington, Department of Ecology GENERAL TERMS AND CONDITIONS For DEPARTMENT OF ECOLOGY GRANTS and LOANS 07/01/2023 Version 1. ADMINISTRATIVE REQUIREMENTS a) RECIPIENT shall follow the "Administrative Requirements for Recipients of Ecology Grants and Loans – EAGL Edition ." (https://fortress.wa.gov/ecy/publications/SummaryPages/2301002.html) b) RECIPIENT shall complete all activities funded by this Agreement and be fully responsible for the proper management of all funds and resources made available under this Agreement . c) RECIPIENT agrees to take complete responsibility for all actions taken under this Agreement , including ensuring all subgrantees and contractors comply with the terms and conditions of this Agreement . ECOLOGY reserves the right to request proof of compliance by subgrantees and contractors. d) RECIPIENT’s activities under this Agreement shall be subject to the review and approval by ECOLOGY for the extent and character of all work and services. 2. AMENDMENTS AND MODIFICATIONS This Agreement may be altered, amended, or waived only by a written amendment executed by both parties. No subsequent modification(s) or amendment(s) of this Agreement will be of any force or effect unless in writing and signed by authorized representatives of both parties. ECOLOGY and the RECIPIENT may change their respective staff contacts and administrative information without the concurrence of either party. 3. ACCESSIBILITY REQUIREMENTS FOR COVERED TECHNOLOGY The RECIPIENT must comply with the Washington State Office of the Chief Information Officer , OCIO Policy no. 188, Accessibility (https://ocio.wa.gov/policy/accessibility) as it relates to “covered technology.” This requirement applies to all products supplied under the Agreement , providing equal access to information technology by individuals with disabilities, including and not limited to web sites/pages, web-based applications, software systems, video and audio content, and electronic documents intended for publishing on Ecology’s public web site . 4. ARCHAEOLOGICAL AND CULTURAL RESOURCES RECIPIENT shall take all reasonable action to avoid, minimize, or mitigate adverse effects to archaeological and historic archaeological sites, historic buildings/structures, traditional cultural places, sacred sites, or other cultural resources, hereby referred to as Cultural Resources. The RECIPIENT must agree to hold harmless ECOLOGY in relation to any claim related to Cultural Resources discovered , disturbed, or damaged due to the RECIPIENT’s project funded under this Agreement . RECIPIENT shall: a) Contact the ECOLOGY Program issuing the grant or loan to discuss any Cultural Resources requirements for their project : • Cultural Resource Consultation and Review should be initiated early in the project planning process and must be completed prior to expenditure of Agreement funds as required by applicable State and Federal requirements . * For state funded construction, demolition, or land acquisitions, comply with Governor Executive Order 21-02, Archaeological and Cultural Resources. Template Version 12/10/2020 Page 14 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington • For projects with any federal involvement, comply with the National Historic Preservation Act of 1966 (Section 106). b) If required by the ECOLOGY Program, submit an Inadvertent Discovery Plan (IDP) to ECOLOGY prior to implementing any project that involves field activities. ECOLOGY will provide the IDP form. RECIPIENT shall: • Keep the IDP at the project site. • Make the IDP readily available to anyone working at the project site . • Discuss the IDP with staff, volunteers, and contractors working at the project site. • Implement the IDP when Cultural Resources or human remains are found at the project site . c) If any Cultural Resources are found while conducting work under this Agreement , follow the protocol outlined in the project IDP. • Immediately stop work and notify the ECOLOGY Program, who will notify the Department of Archaeology and Historic Preservation at (360) 586-3065, any affected Tribe, and the local government. d) If any human remains are found while conducting work under this Agreement , follow the protocol outlined in the project IDP. • Immediately stop work and notify the local Law Enforcement Agency or Medical Examiner /Coroner’s Office, the Department of Archaeology and Historic Preservation at (360) 790-1633, and then the ECOLOGY Program. e) Comply with RCW 27.53, RCW 27.44, and RCW 68.50.645, and all other applicable local, state, and federal laws protecting Cultural Resources and human remains. 5. ASSIGNMENT No right or claim of the RECIPIENT arising under this Agreement shall be transferred or assigned by the RECIPIENT . 6. COMMUNICATION RECIPIENT shall make every effort to maintain effective communications with the RECIPIENT 's designees, ECOLOGY, all affected local, state, or federal jurisdictions, and any interested individuals or groups. 7. COMPENSATION a) Any work performed prior to effective date of this Agreement will be at the sole expense and risk of the RECIPIENT . ECOLOGY must sign the Agreement before any payment requests can be submitted . b) Payments will be made on a reimbursable basis for approved and completed work as specified in this Agreement . c) RECIPIENT is responsible to determine if costs are eligible. Any questions regarding eligibility should be clarified with ECOLOGY prior to incurring costs. Costs that are conditionally eligible require approval by ECOLOGY prior to expenditure . d) RECIPIENT shall not invoice more than once per month unless agreed on by ECOLOGY . e) ECOLOGY will not process payment requests without the proper reimbursement forms , Progress Report and supporting documentation. ECOLOGY will provide instructions for submitting payment requests . f) ECOLOGY will pay the RECIPIENT thirty (30) days after receipt of a properly completed request for payment. g) RECIPIENT will receive payment through Washington State’s Office of Financial Management’s Statewide Payee Desk . To receive payment you must register as a statewide vendor by submitting a statewide vendor registration form and an IRS W -9 form at website, https://ofm.wa.gov/it-systems/statewide-vendorpayee-services. If you have questions about the vendor registration process, you can contact Statewide Payee Help Desk at (360) 407-8180 or email PayeeRegistration@ofm.wa.gov. h) ECOLOGY may, at its sole discretion, withhold payments claimed by the RECIPIENT if the RECIPIENT fails to satisfactorily comply with any term or condition of this Agreement . i) Monies withheld by ECOLOGY may be paid to the RECIPIENT when the work described herein , or a portion thereof, has been completed if, at ECOLOGY's sole discretion, such payment is reasonable and approved according to this Agreement , as appropriate, or upon completion of an audit as specified herein. Template Version 12/10/2020 Page 15 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington j) RECIPIENT must submit within thirty (30) days after the expiration date of this Agreement, all financial, performance, and other reports required by this Agreement. Failure to comply may result in delayed reimbursement. 8. COMPLIANCE WITH ALL LAWS RECIPIENT agrees to comply fully with all applicable federal, state and local laws, orders, regulations, and permits related to this Agreement, including but not limited to: a) RECIPIENT agrees to comply with all applicable laws, regulations, and policies of the United States and the State of Washington which affect wages and job safety . b) RECIPIENT agrees to be bound by all applicable federal and state laws , regulations, and policies against discrimination. c) RECIPIENT certifies full compliance with all applicable state industrial insurance requirements . d) RECIPIENT agrees to secure and provide assurance to ECOLOGY that all the necessary approvals and permits required by authorities having jurisdiction over the project are obtained. RECIPIENT must include time in their project timeline for the permit and approval processes. ECOLOGY shall have the right to immediately terminate for cause this Agreement as provided herein if the RECIPIENT fails to comply with above requirements. If any provision of this Agreement violates any statute or rule of law of the state of Washington , it is considered modified to conform to that statute or rule of law. 9. CONFLICT OF INTEREST RECIPIENT and ECOLOGY agree that any officer, member, agent, or employee, who exercises any function or responsibility in the review, approval, or carrying out of this Agreement, shall not have any personal or financial interest, direct or indirect, nor affect the interest of any corporation, partnership, or association in which he/she is a part, in this Agreement or the proceeds thereof. 10. CONTRACTING FOR GOODS AND SERVICES RECIPIENT may contract to buy goods or services related to its performance under this Agreement . RECIPIENT shall award all contracts for construction, purchase of goods, equipment, services, and professional architectural and engineering services through a competitive process, if required by State law. RECIPIENT is required to follow procurement procedures that ensure legal, fair, and open competition. RECIPIENT must have a standard procurement process or follow current state procurement procedures . RECIPIENT may be required to provide written certification that they have followed their standard procurement procedures and applicable state law in awarding contracts under this Agreement . ECOLOGY reserves the right to inspect and request copies of all procurement documentation , and review procurement practices related to this Agreement. Any costs incurred as a result of procurement practices not in compliance with state procurement law or the RECIPIENT's normal procedures may be disallowed at ECOLOGY’s sole discretion . 11. DISPUTES When there is a dispute with regard to the extent and character of the work, or any other matter related to this Agreement the determination of ECOLOGY will govern, although the RECIPIENT shall have the right to appeal decisions as provided for below: a) RECIPIENT notifies the funding program of an appeal request . b) Appeal request must be in writing and state the disputed issue(s). c) RECIPIENT has the opportunity to be heard and offer evidence in support of its appeal . d) ECOLOGY reviews the RECIPIENT’s appeal. e) ECOLOGY sends a written answer within ten (10) business days, unless more time is needed, after concluding the review. Template Version 12/10/2020 Page 16 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington The decision of ECOLOGY from an appeal will be final and conclusive , unless within thirty (30) days from the date of such decision, the RECIPIENT furnishes to the Director of ECOLOGY a written appeal. The decision of the Director or duly authorized representative will be final and conclusive. The parties agree that this dispute process will precede any action in a judicial or quasi-judicial tribunal. Appeals of the Director's decision will be brought in the Superior Court of Thurston County . Review of the Director’s decision will not be taken to Environmental and Land Use Hearings Office . Pending final decision of a dispute, the RECIPIENT agrees to proceed diligently with the performance of this Agreement and in accordance with the decision rendered. Nothing in this Agreement will be construed to limit the parties’ choice of another mutually acceptable method , in addition to the dispute resolution procedure outlined above. 12. ENVIRONMENTAL DATA STANDARDS a) RECIPIENT shall prepare a Quality Assurance Project Plan (QAPP) for a project that collects or uses environmental measurement data. RECIPIENTS unsure about whether a QAPP is required for their project shall contact the ECOLOGY Program issuing the grant or loan. If a QAPP is required, the RECIPIENT shall: • Use ECOLOGY’s QAPP Template/Checklist provided by the ECOLOGY, unless ECOLOGY Quality Assurance (QA) officer or the Program QA coordinator instructs otherwise. • Follow ECOLOGY’s Guidelines for Preparing Quality Assurance Project Plans for Environmental Studies , July 2004 (Ecology Publication No. 04-03-030). • Submit the QAPP to ECOLOGY for review and approval before the start of the work . b) RECIPIENT shall submit environmental data that was collected on a project to ECOLOGY using the Environmental Information Management system (EIM), unless the ECOLOGY Program instructs otherwise. The RECIPIENT must confirm with ECOLOGY that complete and correct data was successfully loaded into EIM , find instructions at: http://www.ecy.wa.gov/eim. c) RECIPIENT shall follow ECOLOGY’s data standards when Geographic Information System (GIS) data is collected and processed. Guidelines for Creating and Accessing GIS Data are available at : https://ecology.wa.gov/Research-Data/Data-resources/Geographic-Information-Systems-GIS/Standards. RECIPIENT, when requested by ECOLOGY, shall provide copies to ECOLOGY of all final GIS data layers, imagery, related tables, raw data collection files, map products, and all metadata and project documentation. 13. GOVERNING LAW This Agreement will be governed by the laws of the State of Washington , and the venue of any action brought hereunder will be in the Superior Court of Thurston County. 14. INDEMNIFICATION ECOLOGY will in no way be held responsible for payment of salaries , consultant's fees, and other costs related to the project described herein, except as provided in the Scope of Work. To the extent that the Constitution and laws of the State of Washington permit , each party will indemnify and hold the other harmless from and against any liability for any or all injuries to persons or property arising from the negligent act or omission of that party or that party's agents or employees arising out of this Agreement . 15. INDEPENDENT STATUS The employees, volunteers, or agents of each party who are engaged in the performance of this Agreement will continue to be employees, volunteers, or agents of that party and will not for any purpose be employees, volunteers, or agents of the other party. Template Version 12/10/2020 Page 17 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington 16. KICKBACKS RECIPIENT is prohibited from inducing by any means any person employed or otherwise involved in this Agreement to give up any part of the compensation to which he/she is otherwise entitled to or receive any fee, commission, or gift in return for award of a subcontract hereunder. 17. MINORITY AND WOMEN’S BUSINESS ENTERPRISES (MWBE) RECIPIENT is encouraged to solicit and recruit, to the extent possible, certified minority-owned (MBE) and women-owned (WBE) businesses in purchases and contracts initiated under this Agreement . Contract awards or rejections cannot be made based on MWBE participation; however, the RECIPIENT is encouraged to take the following actions, when possible, in any procurement under this Agreement : a) Include qualified minority and women's businesses on solicitation lists whenever they are potential sources of goods or services. b) Divide the total requirements, when economically feasible, into smaller tasks or quantities, to permit maximum participation by qualified minority and women's businesses. c) Establish delivery schedules, where work requirements permit, which will encourage participation of qualified minority and women's businesses. d) Use the services and assistance of the Washington State Office of Minority and Women 's Business Enterprises (OMWBE) (866-208-1064) and the Office of Minority Business Enterprises of the U.S. Department of Commerce, as appropriate. 18. ORDER OF PRECEDENCE In the event of inconsistency in this Agreement, unless otherwise provided herein, the inconsistency shall be resolved by giving precedence in the following order: (a) applicable federal and state statutes and regulations; (b) The Agreement; (c) Scope of Work; (d) Special Terms and Conditions; (e) Any provisions or terms incorporated herein by reference, including the "Administrative Requirements for Recipients of Ecology Grants and Loans"; (f) Ecology Funding Program Guidelines; and (g) General Terms and Conditions. 19. PRESENTATION AND PROMOTIONAL MATERIALS ECOLOGY reserves the right to approve RECIPIENT’s communication documents and materials related to the fulfillment of this Agreement: a) If requested, RECIPIENT shall provide a draft copy to ECOLOGY for review and approval ten (10) business days prior to production and distribution. b) RECIPIENT shall include time for ECOLOGY’s review and approval process in their project timeline . c) If requested, RECIPIENT shall provide ECOLOGY two (2) final copies and an electronic copy of any tangible products developed. Copies include any printed materials, and all tangible products developed such as brochures, manuals, pamphlets, videos, audio tapes, CDs, curriculum, posters, media announcements, or gadgets with a message, such as a refrigerator magnet, and any online communications, such as web pages, blogs, and twitter campaigns. If it is not practical to provide a copy, then the RECIPIENT shall provide a description (photographs, drawings, printouts, etc.) that best represents the item. Any communications intended for public distribution that uses ECOLOGY’s logo shall comply with ECOLOGY’s graphic requirements and any additional requirements specified in this Agreement . Before the use of ECOLOGY’s logo contact ECOLOGY for guidelines. RECIPIENT shall acknowledge in the communications that funding was provided by ECOLOGY . 20. PROGRESS REPORTING Template Version 12/10/2020 Page 18 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington a) RECIPIENT must satisfactorily demonstrate the timely use of funds by submitting payment requests and progress reports to ECOLOGY. ECOLOGY reserves the right to amend or terminate this Agreement if the RECIPIENT does not document timely use of funds. b) RECIPIENT must submit a progress report with each payment request . Payment requests will not be processed without a progress report. ECOLOGY will define the elements and frequency of progress reports . c) RECIPIENT shall use ECOLOGY’s provided progress report format. d) Quarterly progress reports will cover the periods from January 1 through March 31, April 1 through June 30, July 1 through September 30, and October 1 through December 31. Reports shall be submitted within thirty (30) days after the end of the quarter being reported. e) RECIPIENT must submit within thirty (30) days of the expiration date of the project, unless an extension has been approved by ECOLOGY, all financial, performance, and other reports required by the Agreement and funding program guidelines . RECIPIENT shall use the ECOLOGY provided closeout report format. 21. PROPERTY RIGHTS a) Copyrights and Patents. When the RECIPIENT creates any copyrightable materials or invents any patentable property under this Agreement, the RECIPIENT may copyright or patent the same but ECOLOGY retains a royalty free , nonexclusive, and irrevocable license to reproduce, publish, recover, or otherwise use the material(s) or property, and to authorize others to use the same for federal, state, or local government purposes. b) Publications. When the RECIPIENT or persons employed by the RECIPIENT use or publish ECOLOGY information ; present papers, lectures, or seminars involving information supplied by ECOLOGY; or use logos, reports, maps, or other data in printed reports, signs, brochures, pamphlets, etc., appropriate credit shall be given to ECOLOGY. c) Presentation and Promotional Materials. ECOLOGY shall have the right to use or reproduce any printed or graphic materials produced in fulfillment of this Agreement , in any manner ECOLOGY deems appropriate. ECOLOGY shall acknowledge the RECIPIENT as the sole copyright owner in every use or reproduction of the materials . d) Tangible Property Rights. ECOLOGY's current edition of "Administrative Requirements for Recipients of Ecology Grants and Loans," shall control the use and disposition of all real and personal property purchased wholly or in part with funds furnished by ECOLOGY in the absence of state and federal statutes , regulations, or policies to the contrary, or upon specific instructions with respect thereto in this Agreement . e) Personal Property Furnished by ECOLOGY. When ECOLOGY provides personal property directly to the RECIPIENT for use in performance of the project, it shall be returned to ECOLOGY prior to final payment by ECOLOGY . If said property is lost, stolen, or damaged while in the RECIPIENT's possession, then ECOLOGY shall be reimbursed in cash or by setoff by the RECIPIENT for the fair market value of such property . f) Acquisition Projects. The following provisions shall apply if the project covered by this Agreement includes funds for the acquisition of land or facilities: 1. RECIPIENT shall establish that the cost is fair value and reasonable prior to disbursement of funds provided for in this Agreement. 2. RECIPIENT shall provide satisfactory evidence of title or ability to acquire title for each parcel prior to disbursement of funds provided by this Agreement. Such evidence may include title insurance policies, Torrens certificates, or abstracts, and attorney's opinions establishing that the land is free from any impediment, lien, or claim which would impair the uses intended by this Agreement. g) Conversions. Regardless of the Agreement expiration date , the RECIPIENT shall not at any time convert any equipment , property, or facility acquired or developed under this Agreement to uses other than those for which assistance was originally approved without prior written approval of ECOLOGY. Such approval may be conditioned upon payment to ECOLOGY of that portion of the proceeds of the sale, lease, or other conversion or encumbrance which monies granted pursuant to this Agreement bear to the total acquisition, purchase, or construction costs of such property. Template Version 12/10/2020 Page 19 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington 22. RECORDS, AUDITS, AND INSPECTIONS RECIPIENT shall maintain complete program and financial records relating to this Agreement , including any engineering documentation and field inspection reports of all construction work accomplished. All records shall: a) Be kept in a manner which provides an audit trail for all expenditures. b) Be kept in a common file to facilitate audits and inspections. c) Clearly indicate total receipts and expenditures related to this Agreement . d) Be open for audit or inspection by ECOLOGY, or by any duly authorized audit representative of the State of Washington , for a period of at least three (3) years after the final grant payment or loan repayment, or any dispute resolution hereunder. RECIPIENT shall provide clarification and make necessary adjustments if any audits or inspections identify discrepancies in the records. ECOLOGY reserves the right to audit, or have a designated third party audit, applicable records to ensure that the state has been properly invoiced. Any remedies and penalties allowed by law to recover monies determined owed will be enforced. Repetitive instances of incorrect invoicing or inadequate records may be considered cause for termination. All work performed under this Agreement and any property and equipment purchased shall be made available to ECOLOGY and to any authorized state, federal or local representative for inspection at any time during the course of this Agreement and for at least three (3) years following grant or loan termination or dispute resolution hereunder. RECIPIENT shall provide right of access to ECOLOGY, or any other authorized representative, at all reasonable times, in order to monitor and evaluate performance, compliance, and any other conditions under this Agreement . 23. RECOVERY OF FUNDS The right of the RECIPIENT to retain monies received as reimbursement payments is contingent upon satisfactory performance of this Agreement and completion of the work described in the Scope of Work . All payments to the RECIPIENT are subject to approval and audit by ECOLOGY , and any unauthorized expenditure(s) or unallowable cost charged to this Agreement shall be refunded to ECOLOGY by the RECIPIENT . RECIPIENT shall refund to ECOLOGY the full amount of any erroneous payment or overpayment under this Agreement . RECIPIENT shall refund by check payable to ECOLOGY the amount of any such reduction of payments or repayments within thirty (30) days of a written notice. Interest will accrue at the rate of twelve percent (12%) per year from the time ECOLOGY demands repayment of funds. Any property acquired under this Agreement , at the option of ECOLOGY, may become ECOLOGY's property and the RECIPIENT's liability to repay monies will be reduced by an amount reflecting the fair value of such property. 24. SEVERABILITY If any provision of this Agreement or any provision of any document incorporated by reference shall be held invalid , such invalidity shall not affect the other provisions of this Agreement which can be given effect without the invalid provision , and to this end the provisions of this Agreement are declared to be severable . 25. STATE ENVIRONMENTAL POLICY ACT (SEPA) RECIPIENT must demonstrate to ECOLOGY’s satisfaction that compliance with the requirements of the State Environmental Policy Act (Chapter 43.21C RCW and Chapter 197-11 WAC) have been or will be met. Any reimbursements are subject to this provision. 26. SUSPENSION When in the best interest of ECOLOGY, ECOLOGY may at any time, and without cause, suspend this Agreement or any portion thereof for a temporary period by written notice from ECOLOGY to the RECIPIENT . RECIPIENT shall resume performance on the next business day following the suspension period unless another day is specified by ECOLOGY. Template Version 12/10/2020 Page 20 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington 27. SUSTAINABLE PRACTICES In order to sustain Washington’s natural resources and ecosystems , the RECIPIENT is fully encouraged to implement sustainable practices and to purchase environmentally preferable products under this Agreement . a) Sustainable practices may include such activities as: use of clean energy, use of double-sided printing, hosting low impact meetings, and setting up recycling and composting programs. b) Purchasing may include such items as: sustainably produced products and services, EPEAT registered computers and imaging equipment, independently certified green cleaning products, remanufactured toner cartridges, products with reduced packaging, office products that are refillable , rechargeable, and recyclable, 100% post-consumer recycled paper, and toxic free products. For more suggestions visit ECOLOGY’s web page, Green Purchasing, https://ecology.wa.gov/Regulations-Permits/Guidance-technical-assistance/Sustainable-purchasing. 28. TERMINATION a) For Cause ECOLOGY may terminate for cause this Agreement with a seven (7) calendar days prior written notification to the RECIPIENT, at the sole discretion of ECOLOGY, for failing to perform an Agreement requirement or for a material breach of any term or condition. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination . Failure to Commence Work. ECOLOGY reserves the right to terminate this Agreement if RECIPIENT fails to commence work on the project funded within four (4) months after the effective date of this Agreement, or by any date mutually agreed upon in writing for commencement of work, or the time period defined within the Scope of Work . Non-Performance. The obligation of ECOLOGY to the RECIPIENT is contingent upon satisfactory performance by the RECIPIENT of all of its obligations under this Agreement. In the event the RECIPIENT unjustifiably fails, in the opinion of ECOLOGY, to perform any obligation required of it by this Agreement , ECOLOGY may refuse to pay any further funds, terminate in whole or in part this Agreement, and exercise any other rights under this Agreement . Despite the above, the RECIPIENT shall not be relieved of any liability to ECOLOGY for damages sustained by ECOLOGY and the State of Washington because of any breach of this Agreement by the RECIPIENT . ECOLOGY may withhold payments for the purpose of setoff until such time as the exact amount of damages due ECOLOGY from the RECIPIENT is determined. b) For Convenience ECOLOGY may terminate for convenience this Agreement , in whole or in part, for any reason when it is the best interest of ECOLOGY, with a thirty (30) calendar days prior written notification to the RECIPIENT, except as noted below. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination . Non-Allocation of Funds. ECOLOGY’s ability to make payments is contingent on availability of funding . In the event funding from state, federal or other sources is withdrawn, reduced, or limited in any way after the effective date and prior to the completion or expiration date of this Agreement, ECOLOGY, at its sole discretion, may elect to terminate the Agreement, in whole or part, or renegotiate the Agreement, subject to new funding limitations or conditions. ECOLOGY may also elect to suspend performance of the Agreement until ECOLOGY determines the funding insufficiency is resolved . ECOLOGY may exercise any of these options with no notification or restrictions, although ECOLOGY will make a reasonable attempt to provide notice. In the event of termination or suspension, ECOLOGY will reimburse eligible costs incurred by the RECIPIENT through the effective date of termination or suspension. Reimbursed costs must be agreed to by ECOLOGY and the RECIPIENT . In no Template Version 12/10/2020 Page 21 of 21 WQSWCAP-2325-ArliPW-00006 2023-2025 Biennial Stormwater Capacity Grants City of Arlington event shall ECOLOGY’s reimbursement exceed ECOLOGY’s total responsibility under the Agreement and any amendments . If payments have been discontinued by ECOLOGY due to unavailable funds , the RECIPIENT shall not be obligated to repay monies which had been paid to the RECIPIENT prior to such termination . RECIPIENT’s obligation to continue or complete the work described in this Agreement shall be contingent upon availability of funds by the RECIPIENT's governing body. c) By Mutual Agreement ECOLOGY and the RECIPIENT may terminate this Agreement, in whole or in part, at any time, by mutual written agreement. d) In Event of Termination All finished or unfinished documents, data studies, surveys, drawings, maps, models, photographs, reports or other materials prepared by the RECIPIENT under this Agreement, at the option of ECOLOGY, will become property of ECOLOGY and the RECIPIENT shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials. Nothing contained herein shall preclude ECOLOGY from demanding repayment of all funds paid to the RECIPIENT in accordance with Recovery of Funds, identified herein. 29. THIRD PARTY BENEFICIARY RECIPIENT shall ensure that in all subcontracts entered into by the RECIPIENT pursuant to this Agreement , the state of Washington is named as an express third party beneficiary of such subcontracts with full rights as such . 30. WAIVER Waiver of a default or breach of any provision of this Agreement is not a waiver of any subsequent default or breach , and will not be construed as a modification of the terms of this Agreement unless stated as such in writing by the authorized representative of ECOLOGY. End of General Terms and Conditions Template Version 12/10/2020 City of Arlington Council Agenda Bill WS #9 Attachment December 11, 2023 Scope of Work (SOW) and Fee Estimate from BHC for design services for the Water Treatment Plant Scope of Work and Fee Estimate Public Works; Jim Kelly, Director EXPENDITURES REQUESTED: $833,746.00 BUDGET CATEGORY: Water Capital Funds BUDGETED AMOUNT: $850,000 (2024 Budget) LEGAL REVIEW: DESCRIPTION: This SOW and fee estimate from BHC is for preparation of design documents and permitting for necessary improvements to the Water Treatment Plant. To keep up with increasing water demand in the Water utility’s water service area, the Water Utility needs to expand capacity at the Haller Wellfield and to the Water Treatment Plant. In 2021 the City contracted with BHC for preliminary WTP expansion design work (0%-30%), this included the required Engineering Report, preliminary expansion design, and Department of Health approval; we are now ready to proceed with final design (30%-100%). With this scope and fee, BHC will generate final design and bidding documents for the WTP Expansion and provide project management and oversight up to public bid. Demolition of the old WTP will start in January and we anticipate going to ad for the WTP expansion in late 2024. This project is identified in the Water Comprehensive Plan and has been budgeted for 2024/2025. ALTERNATIVES: Remand to staff for additional information. Workshop; discussion only. At the December 18, 2023 Council meeting, the recommended motion will be, “I move to approve the BHC scope of work and fee for the Water Treatment Plant Expansion Design and authorize the Mayor to sign the agreement, subject to final review by the City Attorney.” City of Arlington 1 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com EXHIBIT A SCOPE OF WORK City of Arlington, Washington Water Treatment Plant Phase 1 Expansion Final Design Project Background The primary water supply for the City of Arlington (City) is the Haller South Well Field (Haller South), located on the southern bank of the Stillaguamish River north of the City’s Public Works Building and Utility Complex Properties. The wells discharge to a common transmission main that exten ds to the Water Treatment Plant (WTP) on the eastern side of the Utility Complex. The City has been able to transfer and consolidate additional water rights to Haller South. With the water rights secured, a hydrogeologic drilling and testing program was initiated to determine the optimal location for development of a new municipal production well. The result of this program was a recommendation to expand Haller South in the near term while also continuing long-term development of well(s) on the opposite side of the Stillaguamish River (Haller North). The drilling and equipping of at least one additional well at Haller South are underway. With the expanded capacity of the source of supply being transmitted for treatment, the WTP will need to be expanded. Plant expansion is expected to implement the same treatment processes currently used for the additional source of supply, including coagulation, clarification, filtration, disinfection, and pH adjustment. The available footprint for this expansion is in the northeast corner of the Utility Complex space currently occupied by the decommissioned original 1924 WTP, which would be demolished ahea d of new facility construction. The City desires to complete final design for the WTP expansion in 2024, with a currently estimated 12- month construction window targeting municipal production and treatment of the new well for City consumption in 2025. The City is currently awaiting review and approval from Washington State Department of Health (DOH) for a preliminary design engineering report authored by BHC Consultants, LLC (BHC) and submitted for this WTP expansion. The report included developed design plans for Phase 1 expansion that will be built upon in completing bid ready documents. Under this Scope of Work, BHC will further develop the preliminary design plans to generate final design/bidding documents for the WTP Phase 1 Expansion. Final design development will rely on a completed demolition of the existing decommissioned WTP building and subsequent field investigations (geotechnical, survey) that the City is contracting separately to inform final design development. Local jurisdictional approval from the City’s building department, as well as regulatory approval of the complete draft design documents by DOH, is anticipated in advance of advertising for bidding. Environmental permitting and cultural resource investigations are not anticipated, based on the project location and previous investigations. A technical memorandum will also be prepared during final design that summarizes additional water quality testing that the City will perform once construction of the new wells in Haller South is completed. BHC will use the services of Rolluda Architects and FSi Engineers as architectural and HVAC subconsultants, respectively. Their proposals, incorporated into BHC’s scope and fee, are attached. City of Arlington 2 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com Scope of Work BHC proposes the following Scope of Work for the final design of WTP Phase 1 Expansion: Task 1 – Project Management and QA/QC This task includes project setup, client communications, design team coordination, invoicing, and internal Quality Control (QC) review of the project report and preliminary design package. BHC’s Project Manager will also proactively coordinate the timing of project needs being developed by the City outside of this Scope of Work, including site investigations (geotechnical borings/subsurface construction recommendations and post-demolition project area survey), Wells 4 and 5 construction and water quality testing, undergrounding of overhead power facilities within the project area, and separately selected and/or purchased equipment integral to the WTP Expansion Phase 1 construction scope. BHC will enter the project into our accounting system, monitor project progress, coordinate the work between the different engineering disciplines, prepare invoices and conduct formal Quality Assurance/Quality Control (QA/QC) review of project deliverables. BHC’s Project Manager will provide a single point of responsibility and communication with the City and regularly update the City on project status. The level of anticipated management effort is based on an assumed 9-month active final design period for development of bid- ready documents, though the duration will likely lengthen while project permitting and approvals occur . Task 2 – Project Kickoff, Site Visits and Workshops A project kickoff meeting will be scheduled and conducted virtually shortly after Notice-to-Proceed. Three additional workshops are planned: 1) an in-person City review comment workshop of the 60% design development documents (combined with a post-demolition site tour), 2) an in-person City review comment workshop of the 90% design development documents prior to regulatory (DOH) and City Building Department submittals are made, and 3) a final virtual review workshop of the 100% design documents to discuss incorporation of regulatory and building department comments for approval and permitting, as well as establish advertisement for bid dates. All site visits and workshops will include up to three (3) representatives from BHC, while the virtual kickoff meeting will include five (5) representatives. Each workshop is assumed to be two (2) hours (plus time for preparation of an agenda and notes, as well as time for travel for the in-person occurrences). For each workshop BHC will prepare an agenda and notes to document direction and decisions resulting from the meeting , as well as maintain a submittal comment response log. Workshop notes will be provided in electronic format. An additional time allocation is made for the Project Manager and key team members to attend unidentified meetings with other project stakeholders that may become required during the design and approval process. ▪ Kickoff Meeting. BHC will conduct a final design kickoff meeting to introduce project team members; review the scope, schedule, and milestones; and discuss a range of topics that include drawing development for required existing building modifications, City efforts outside the scope of BHC’s contract (well construction, additional water quality testing, and field investigations) essential to final design, and City equipment and pre-purchase decisions that have been or might be made prior to general contractor bidding (onsite chlorine generation system, Supervisory Control and Data Acquisition (SCADA) equipment). City of Arlington 3 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com ▪ 60% Design Review Workshop. BHC will conduct a 60% design review workshop to collect and discuss comments from the City on the 60% design submittal, review the Opinion of Probable Construction Cost (OPCC), and review the project schedule. BHC will conduct a site visit concurrent with the 60% design workshop to review the proposed design and identify potential conflicts, verify critical dimensions, and confirm integration with existing structures and equipment. ▪ 90% Design Review Workshop. BHC will conduct an in-person 90% design review workshop to collect and discuss comments from the City on the 90% design submittal, review the OPCC, and review the project schedule in preparation for submittals to the City Building Department and DOH. ▪ Final Design Workshop. BHC will conduct a virtual 100% design review workshop to review and incorporate comments received by the Building Department and DOH, discuss impacts to the plans, specifications, and OPCC, and establish the schedule for final bidding document production and advertisement. An itemized response to individual comments will be developed, referencing specific document sections and plans where appropriate revisions will be made. These itemizations will be included within a comment response letters that accompany the final submittal intended for Building Department and DOH approvals. ▪ Other Professional Meetings. BHC key team members will participate in additional meetings with project stakeholders as becomes necessary for the completion and full approval of the design . As necessary, documentation of key decisions will be offered via post-meeting notes. Participation will be limited to the provisional time and cost estimated within the budget. Task 3 – Water Quality and Jar Testing Summary Technical Memorandum In the DOH review comments provided on the submitted Draft Preliminary Design Report, concern was expressed about the limited water quality obtained from the test wells (TW-1 and TW-2) that are now being constructed for municipal production as Haller South Wells 4 and 5. As a means of providing additional confirmational data that these water sources are the same as current Haller South Wells 2 and 3, BHC and the City agreed to provide additional sampling and testing of all four wells, separately and through blended combinations, following the completion of Wells 4 and 5 construction. The objective of these efforts is to further demonstrate the analogous water quality properties between new and existing wells that was discussed within the report. BHC will receive, tabulate, and summarize data developed by City-led jar testing and laboratory analysis efforts as proposed in the response to DOH. A draft technical memorandum providing observations and conclusions made from the data, presumably including the observation of analogous new and existing source water and the endorsement of the completion of design using identical treatment techniques, will be provided for City review. Once City comments have been incorporated, the memorandum will be submitted to DOH as supplemental information to the Preliminary Design Report that enables regulatory approval. Task 4 – Project Applications, Approvals and Permitting Support In order to support complete project approvals and permitting, it is anticipated that the following supplemental efforts to bid document preparation will be necessary: ▪ Stormwater Site Plan/Drainage Report. Per City adopted requirements of the 2019 Washington State DOE Stormwater Management Manual of Western Washington, a site drainage report will be prepared that defines existing site natural conditions, defines pre- and post-developed conditions associated with impervious surface and stormwater drainage patterns, and recommends required City of Arlington 4 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com permanent stormwater management measures. It is assumed that Best Management Practices will be recommended for pollution control without the need for water quality treatment or flow control. A construction Stormwater Pollution Prevention Plan (SWPPP) will be prepared as an attachment to the report. City review comments will be incorporated into the document for project construction approval. ▪ City Building Department Review. This project will require a building permit prior to construction, with a permit review set scheduled for the 90% design development milestone. The submittal will include structural calculations that validate the building design. City demolition of the old decommissioned WTP building during final design will also result in the removal of a City- commissioned mural art project along the Centennial Trail that offered community cultural value. Design of the new WTP building under Phase 1 expansion is anticipated to incorporate the restoration of that cultural value. BHC’s design team will use the input of the City project stakeholders received to establish a new building design package intended to meet City design standards. The City will lead the building department review and approval process and provide BHC with necessary design changes. ▪ Electrical Utility Service Change Application. The existing WTP building receives power service separately from the rest of the facilities within the City’s Utility Complex. Under the Phase 1 expansion, an existing power supply to the complex currently serving its wastewater facilities will be tapped to replace the existing WTP service, as well as supply the new WTP building. An application to the power company documenting these changes and providing anticipated load changes will be required. BHC will prepare the application for City submittal to the utility. ▪ Package Filtration System Pre-Selection. BHC will support the City in identifying the detailed scope of the package filtration unit system from the pre-selected manufacturer (AWC), including review of a draft bill of materials, conditional pricing for general contractor bidding, and delivery arrangements. ▪ SCADA System Upgrades, Standardization, and Equipment Pre-Purchasing. The City is anticipating the need to upgrade its SCADA system hardware at the existing WTP building in advance of Phase 1 Expansion construction. BHC will support the City in its evaluation and selection of standardized control hardware that will serve to replace existing WTP building equipment, as well as become the basis for specified equipment to be installed in the new WTP building with Phase 1 expansion, and for equipment replacement at the Utility Complexes’ wastewater treatment facilities as needed in the future. BHC will provide input to the City’s solicitation for vendor proposals for the existing WTP building equipment replacement. Budgeted time also accommodates for the development of a brief technical memorandum documenting the evaluation of alternative SCADA systems and recommendation for the WTP, and Utility Complex, hardware standardization. ▪ DOH Review. BHC will develop and provide an itemized response log to individual DOH comments received for the 90% submittal package, indicating where changes have been incorporated to the plans and specifications with the preparation of final Issued for Bid contract documents. ▪ State Environmental Policy Act (SEPA) Checklist. BHC will prepare a SEPA checklist concurrent with the 60% design effort. The City will be the Lead Agency and will be responsible for issuing the determination, paying permit fees, publishing public notice, holding public meetings, and responding to questions regarding the SEPA process. City of Arlington 5 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com Task 5 – Bid Document Preparation BHC will prepare drawings and specifications for the proposed improvements. BHC will prepare 60% and 90% submittals for review by the City, address City comments on each and DOH comments on the 90% submittal and produce a final set of documents for bidding. Architectural and mechanical subconsultants managed by BHC will develop drawings, specifications and estimate information for their disciplines that will be incorporated into the complete bid documents. A summary of those services and products, detailed in the subconsultant attachments, is as follows: ▪ Mechanical services will include the design and cost estimating of HVAC and plumbing systems within the Phase 1 Expansion building. Systems design will be coordinated to avoid conflict with other structural and support system features, provide adequate individual system capacity, and meet applicable code requirements. ▪ Architectural services will include the development of Phase 1 Expansion building massing and functional operation, material enclosure options, building access and fire exit requirements, and appearance options appropriate to its location adjacent to a main arterial street and recreational path. Design and features will be coordinated with structural system members and requirements. Bid document preparation will include the following activities, including drawings divided by distinct project categories: WTP Phase 1 Expansion Building Drawings Using the floor plan and general elevation views developed as part of the preliminary design phase, prepare and complete architectural and structural drawings. Time budgeted for preparation of the drawings is based on the City providing AutoCAD files of post-demolition site survey and 2011 record drawings of the existing WTP building, as needed, with updates to match current BHC standards. Rolluda Architects will prepare the architectural drawings as a subconsultant to BHC. The following is a list of anticipated drawings, which is the basis of the budget estimate (drawings in BOLD will be included in the 60% submittal): 1. A11 Schedule of Doors, Windows, Finishes 2. A2 Clearwell Level Plan – complete partially developed preliminary design drawing 3. A3 Ground Floor Plan – complete partially developed preliminary design drawing 4. A4 Roof Plan 5. A5 Exterior Elevations – complete partially developed preliminary design drawing 6. A6 Building Sections 7. A7 Typical Door and Louver Details 8. A8 Interior Steel Stairs and Walkways Elevations and Details 9. A9 Exterior Stairs and Guardrails Elevations and Details 10. A10 Typical Architectural Exterior Details 11. A11 General Architectural Details 1 of 2 12. A12 General Architectural Details 2 of 2 13. S1 Structural General Notes 1 of 2 14. S2 Structural General Notes 2 of 2 15. S3 Structural Abbreviations 16. S4 Clearwell and Foundation Plan 17. S5 Ground Floor Framing Plan City of Arlington 6 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com 18. S6 Roof Framing Plan 19. S7 Building Sections 1 of 3 20. S8 Building Sections 2 of 3 21. S9 Building Sections 3 of 3 22. S10 Retaining Wall - Elevation, Notes, and Details 23. S11 Exterior Stairs and Walkways – Plans and Elevations 24. S12 Exterior Stairs and Walkways - Details and Notes 25. S13 Typical Concrete Details 1 of 4 26. S14 Typical Concrete Details 2 of 4 27. S15 Typical Concrete Details 3 of 4 28. S16 Typical Concrete Details 4 of 4 29. S17 Typical Masonry Details 1 of 2 30. S18 Typical Masonry Details 2 of 2 31. S19 Structural Details 1 of 2 32. S20 Structural Details 2 of 2 WTP Phase 1 Expansion Building Interior Support Systems Drawings Integral to and coordinated with the development of the Phase 1 Expansion Building structure will be interior building support systems that must be spatially placed without conflict . Prepare and complete process mechanical piping, HVAC mechanical, electrical, and process/instrumentation drawings. FSi Engineers will prepare the HVAC and plumbing mechanical drawings as a subconsultant to BHC. The following is a list of anticipated drawings, which is the basis of the budget estimate (drawings in BOLD will be included in the 60% submittal): 33. M1 Overall Mechanical Index Plan 34. M2 Treatment Trains and Mechanical Piping Plan – complete partially developed preliminary design drawing 35. M3 Raw Water Supply Manifold - Section and Details 36. M4 Filtered Water Effluent Manifold - Section and Details 37. M5 Clearwell and Equipment Sections 38. M6 Finished/Backwash Pump Room Plan and Sections 39. M7 Chemical Feed Systems 1 of 2 40. M8 Chemical Feed Systems 2 of 2 41. M9 Building Plumbing Plans 42. M10 Building Plumbing Plan Details 1 of 2 43. M11 Building Plumbing Plan Details 2 of 2 44. M12 Clearwell Pumping Plan and Details 45. M13 HVAC Plan 46. M14 HVAC Details 1 of 2 47. M15 HVAC Details 2 of 2 48. M16 Miscellaneous 1 of 2 49. M17 Miscellaneous 2 of 2 50. M18 Standard Mechanical Details 1 of 4 51. M19 Standard Mechanical Details 2 of 4 52. M20 Standard Mechanical Details 3 of 4 53. M21 Standard Mechanical Details 4 of 4 City of Arlington 7 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com 54. E1 Electrical Symbols and Legend – complete partially developed preliminary design drawing 55. E2 Electrical Site and Existing Building Plan– complete partially developed preliminary design drawing 56. E3 Building Power Plan 57. E4 HVAC, Receptacles, Communication Plan 58. E5 Lighting Plan 59. E6 Instrumentation and Control Plan 60. E7 One-Line Diagram 1 of 3 – complete partially developed preliminary design drawing 61. E8 One Line Diagram 2 of 3 – complete partially developed preliminary design drawing 62. E9 One-Line Diagram 3 of 3, Load Calculations 63. E10 MCC Elevation, Control Panel Elevation 64. E11 Wiring Diagrams 1 of 5 65. E12 Wiring Diagrams 2 of 5 66. E13 Wiring Diagrams 3 of 5 67. E14 Wiring Diagrams 4 of 5 68. E15 Wiring Diagrams 5 of 5 69. E16 Panel Schedules 70. E17 Conduit and Wire Schedules 71. E18 Electrical Details 72. E19 Instrument Installation Details 1 of 2 73. E20 Instrument Installation Details 2 of 2 74. I1 Legend, Notes 75. I2 Legend, Notes 2 76. I3 Process Flow Diagram – complete partially developed preliminary design drawing 77. I4 P&ID - Influent Piping, Flow Splitter, Influent Monitoring 78. I5 P&ID - Clarifier/Filter #1 79. I6 P&ID - Clarifier/Filter #2 80. I7 P&ID - Filter Effluent Piping, Clearwell 81. I8 P&ID - Finished Water Pumping and Monitoring 82. I9 P&ID - Backwash Pumps and Air Scour Blowers 83. I10 P&ID - Coagulant and Polymer 84. I11 P&ID - Chlorination System 85. I12 P&ID - Sodium Hydroxide System 86. I13 P&ID - Drains, Sump 87. I14 P&ID - Potable/Service Water Existing WTP Building Modification Drawings Modifications to the Existing WTP Building will be required to facilitate the connection of electrical/control and chemical support systems that will be shared between Existing and Phase 1 Expansion Buildings. Drawings that will be developed through a combination of Existing WTP Building record drawing PDF redlines, photo details, and newly generated details. Prepare and complete civil, mechanical, and electrical City of Arlington 8 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com drawings. The following is a list of anticipated drawings, which is the basis of the budget estimate (drawings in BOLD will be included in the 60% submittal): 88. C9 Existing WTP Building Site Plan Penetrations/Notes 89. C10 Existing WTP Building Penetrations Details 90. M22 Existing Building Modifications – Chlorine Room Plan 91. M23 Existing Building Modifications – Chlorine Room Details 92. E21 Existing Building Modifications – Existing to New WTP Building Communications Cable Plan 93. E22 Existing Building Modifications – Existing to New WTP Building Communications Cable and Service Details Site Civil Drawings Prepare general, erosion control, demolition, and civil drawings. Time budgeted for preparation of the drawings is based on the City providing AutoCAD files of the 2011 record drawings and these being updated to match current BHC standards. The following is a list of anticipated drawings, which is the bas is of the budget estimate (drawings in BOLD will be included in the 60% submittal): 94. G1 Cover Sheet, Location and Vicinity Map – complete partially developed preliminary design drawing 95. G2 Index of Drawings and General Notes – complete partially developed preliminary design drawing 96. G3 Legends and Designations – complete partially developed preliminary design drawing 97. G4 Abbreviations – complete partially developed preliminary design drawing 98. G5 Design Criteria – complete partially developed preliminary design drawing 99. EC1 TESC Plan 100. EC2 TESC Notes and Details 101. D1 Demolition Site Plan 1 (Building Now Demolished) – complete partially developed preliminary design drawing 102. D2 Demolition Site Plan 2 - Area Between Existing/ New Buildings 103. D3 Demolition Elevations, Details and Notes 104. C1 Existing Site Plan, Staging Area and Construction Access – complete partially developed preliminary design drawing 105. C2 Sequence of Construction 106. C3 Paving and Grading Plan 107. C4 Yard Piping Plan – complete partially developed preliminary design drawing 108. C5 Stormwater Plan 109. C6 Shoring Plan 110. C7 Civil Standard Details 1 of 2 111. C8 Civil Standard Details 2 of 2 ▪ Prepare Bid Specifications. The 60% specifications will consist of a table of contents, construction sequence specification, drafts of major equipment specifications and control narratives in CSI format. These CSI formatted specifications (Divisions 1 – 17) will be referenced and included as City of Arlington 9 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com Special Provisions to the WSDOT Standard Specifications referenced in the City’s standard front end (Division 0) documents. The 90% specifications will incorporate comments received on the 60% specifications, include drafts of the remaining technical specifications and edits to the City’s standard front-end documents. The following is a list of anticipated specifications, which is the basis of the engineering budget estimate (specifications in BOLD will be included in the 60% submittal): 1. Table of Contents 2. Division 0 Front End Documents 3. 01010 General Requirements 4. 01025 Measurement and Payment 5. 01040 Construction Constraints and Sequence 6. 01300 Submittals 7. 01400 Testing and Quality Control 8. 01500 Construction Facility and Temporary Controls 9. 01660 Facility Startup and Testing 10. 01665 Facility Training 11. 01710 Closeout Procedures 12. 01730 Operation and Maintenance Data 13. 02050 Demolition 14. 02110 Site Clearing 15. 02140 Dewatering 16. 02150 Excavation Support Systems 17. 02210 Earthwork 18. 02222 Excavation, Backfilling, and Compacting for Utilities 19. 02260 Finished Grading 20. 02275 Temporary Erosion and Sedimentation Control 21. 02510 Asphalt Concrete Paving 22. 02525 Concrete Curbs and Sidewalks 23. 02660 Buried Water Piping 24. 02720 Storm Drainage 25. 02535 Manholes, Catch Basins and Vaults 26. 02820 Chain Link Fences and Gates 27. 02832 Segmental Retaining Wall Systems 28. 02990 Landscape Restoration 29. 03000 Concrete General Requirements 30. 03002 Cast-in-Place Concrete and Reinforcing Steel 31. 03100 Concrete Formwork 32. 03150 Concrete Accessories 33. 03310 Concrete Mixtures 34. 03600 Grout 35. 04220 Concrete Masonry Unit 36. 04230 Masonry Mortaring 37. 04240 Masonry Grouting 38. 05210 Steel Joists 39. 05310 Metal Decking 40. 05400 Cold Form Metal Framing City of Arlington 10 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com 41. 05500 Metal Fabrications 42. 06100 Rough Carpentry 43. 06200 Finish Carpentry 44. 06400 Architectural Woodwork 45. 06610 Fiberglass Grating 46. 06620 Metal Railings and Stairs 47. 07100 Waterproofing 48. 07210 Building Insulation 49. 07410 Metal Roofing System 50. 07600 Flashing and Sheet Metal 51. 07920 Caulking and Sealants 52. 08113 Metal Doors and Frames 53. 08220 Windows and Frames 54. 08700 Door Hardware 55. 09255 Gypsum Board Assemblies 56. 09920 Protective Coatings 57. 10440 Signage 58. 10522 Fire Extinguishers, Cabinets and Accessories 59. 11010 Equipment General Provisions 60. 11050 Motors 61. 11110 Package Filtration System 62. 11120 Chlorination Systems 63. 11130 Coagulation and Filter Aid Systems 64. 11140 pH Adjustment System 65. 11220 Vertical Turbine Pumps 66. 11307 Centrifugal Pumps 67. 11501 Electric Actuators 68. 11800 Blowers 69. 13215 Liquid Chemical Storage Tanks 70. 13530 Seismic Restraint Requirements 71. 15010 Mechanical General Provisions 72. 15051 Coding and Identification 73. 15060 Pipe 74. 15070 Piping Appurtenances 75. 15075 Pipe Support Systems 76. 15100 Valves 77. 15120 Valve Actuators 78. 15400 Plumbing 79. 15500 HVAC Systems 80. 15510 HVAC Systems Balancing 81. 15900 Automatic Temperature Control 82. 16010 Electrical Work - General 83. 16041 Vibration and Seismic Controls for Electrical Systems 84. 16075 Identification for Electrical Systems 85. 16080 Electrical Demonstration 86. 16081 Electrical Demonstration - Forms 87. 16110 Raceways and Boxes for Electrical Systems City of Arlington 11 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com 88. 16120 Conductors and Cables 89. 16123 Heat Tracing for Piping 90. 16140 Wiring Devices 91. 16160 Motor Starters 92. 16190 Hangers and Supports for Electrical Systems 93. 16260 Variable-Frequency Motor Controllers 94. 16281 Harmonic Filters 95. 16300 Surge Protective Device 96. 16401 Service Equipment 97. 16410 Enclosed Switches 98. 16411 Manual Transfer Switches 99. 16415 Fuses 100. 16420 Circuit Breakers 101. 16440 Panelboards 102. 16441 Switchboards 103. 16450 Grounding and Bonding for Electrical Systems 104. 16460 Low-Voltage Transformers 105. 16480 Motor-Control Centers 106. 16500 Lighting 107. 16941 Electrical Demonstration 108. 16991 Short Circuit Study 109. 16992 Overcurrent Protective Device Coordination Study 110. 16993 Electrical Arc-Flash Incident Energy Study 111. 16995 Electrical Systems Independent Testing 112. 17050 Common Requirements for Process Instrumentation 113. 17090 Control Panels 114. 17093 Process Control System Input Output List 115. 17113 Magnetic Flow Meters 116. 17160 Water Quality Measurement 117. 17176 Thermal Flow Meters 118. 17213 Level Switches 119. 17273 Ultrasonic Level Meters 120. 17243 Pressure and Differential Pressure Type Level Meters 121. 17300 Pressure Gauges 122. 17316 Manometers 123. 17323 Absolute-Pressure Transmitters 124. 17413 Resistance Temperature Devices 125. 17463 Temperature Transmitters 126. 17469 Thermowells, Protection Tubes, and Test Thermowells 127. 17500 Control Narratives 128. 17505 Multi-Parameter Analyzer Systems 129. 17646 Particulate Detector 130. 17726 Position, Speed, and Motion Measurement Devices 131. 17963 Instrument Tubing 132. 17966 Instrument Valve Manifolds, Valves, and Fittings City of Arlington 12 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com ▪ Prepare design milestone OPCCs based on the following American Association of Cost Engineering guidelines: o The 60% OPCC will reflect a Class 2 estimate (applicable for 30% to 75% design) with an expected accuracy range of -10% to +15%. o The 90% OPCC will reflect a Class 1 estimate (applicable for 65% to 100% design) with an expected accuracy range of -5% to +10%. ▪ Provide electronic PDF copies of the 60% and 90% submittal drawings and specifications to the City and DOH for review. Comments from the City and DOH on the 90% submittal will be incorporated into the final bid documents. Final drawings and specifications will be provided as electronically signed PDF files. Task 6 – Services During Bidding BHC will organize and attend the pre-bid meeting, respond to bidder questions, prepare addenda, assist with evaluation of bids and advise the City on contract award. For budgetary purposes, it is assumed that up to three addenda will be prepared, two personnel from BHC will attend the pre -bid meeting, and the bid period will not exceed six (6) weeks. The City will be responsible for advertisement, providing documents to bidders, maintaining the plan holder list, receiving bidders’ questions and distributing addenda, and evaluating bid proposals. Schedule BHC will undertake to complete the Scope of Work based on the milestones listed below, assuming notice-to-proceed is provided by January 1, 2023. The City will also complete decommissioned building demolition and water quality testing by March 1, 2024 and have separately contracted site base mapping and geotechnical report delivered to BHC by April 1, 2024. ▪ Submittal of the 60% design submittal (drawings, specifications, OPCC, and project schedule) in June 2024. ▪ Submittal of the 90% design submittal (drawings, specifications, OPCC, and project schedule) in September 2024. ▪ Submittal of the final bid-ready documents (stamped and signed drawings and specifications) between January and March 2025, pending project permitting and regulatory approval duration . A schedule will be maintained in Microsoft Project during the design phase. Based on information known at the time of scoping, an initial version of the schedule has been created and is also attached. Budget The budget for this Scope of Work is $833,746. BHC will be compensated on a time and materials basis per the attached budget estimate. Compensation shall not exceed the budgeted amount without prior authorization from the City. City of Arlington 13 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com Exclusions The following items are not included in this Scope of Work, but may be added via a contract amendment at a later date at the discretion of the City: ▪ Hard copies of the design review submittals, final bid documents, or other deliverables. All deliverables will be submitted electronically. ▪ Site visits or workshops beyond those identified in the Scope of Work. ▪ Permitting and approval assistance beyond preparation of a SEPA checklist and addressing DOH and City Building Department review comments. The City will be responsible for preparing and submitting the necessary building permit application and paying any required permit fees , and no design review board process will be required. The contractor will be responsible for procuring the required electrical permit. ▪ Water quality sampling and testing. ▪ Equipment pre-selection and/or pre-purchase assistance beyond what is identified in the Scope of Work. City pricing or purchase solicitation for pre-selected equipment will be limited to City procurement documents and forms; BHC will not prepare procuremen t solicitations or specific equipment bidding documentation in advance of the general construction contract bidding. ▪ WTP Phase 1 Expansion building design beyond initial installation of 1 or 2 package filtration units identified by the preliminary design. ▪ Structural analysis or design relative to the existing WTP building adjacent to the new building. ▪ Design of construction related shoring, formwork, or other items related to construction means and methods. ▪ Environmental reviews. ▪ Design/permitting for work within City rights-of-way. ▪ Amendments or updates to a water system plan or engineering report. ▪ Addenda, meetings, site visits, drawings and specifications beyond those budgeted. ▪ Council briefings. ▪ Geotechnical investigations, site survey/basemap development or cultural resources survey. ▪ Utility potholing. ▪ Condition Assessments of existing equipment, structures, etc. ▪ Preparation of conformed documents. These would be prepared as part of construction support services if desired. ▪ Preparation of bid advertisement, advertisement of project, providing bid documents to bidders, maintaining plan holder list, distributing clarifications and addenda, and evaluating bid proposals. These are the responsibilities of the City. ▪ Bid support services if the project is re-bid. ▪ Construction support services. ▪ Programming services for programmable logic controllers or any other electrical devices. City of Arlington 14 WTP Phase 1 Expansion Final Design December 2023 bhcconsultants.com ▪ Startup services. ▪ Record drawings. Exhibit B - Budget City of Arlington WTP Expansion Phase 1 Final Design 12/6/2023 Architect Mechanical Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Rolluda Fsi 10% Markup 1 Project Management and QA/QC 1.1 Project Setup, Invoicing, Client Communication 72 $18,000 4 $956 4 $1,000 20 $2,500 6 $750 106 $23,206 $23,206 1.2 Project Team Coordination 60 $15,000 60 $15,000 $15,000 1.3 QC Reviews 26 $6,890 26 $6,890 $6,890 Subtotal 192 $45,096 2 Project Kickoff, Site Visits and Workshops 2.1 Kickoff Meeting (virtual) 2 $500 2 $478 2 $500 2 $328 5 $710 1 $125 14 $2,641 $1,116 $112 $3,868 2.2 60% Design Review Workshop (in-person) 8 $2,000 6 $1,434 6 $1,500 10 $1,420 1 $125 31 $6,479 $4,283 $428 $11,190 2.3 90% Design Review Workshop (in-person) 8 $2,000 6 $1,500 8 $1,136 1 $125 23 $4,761 $4,761 2.4 Final Design Review Workshop (virtual) 3 $750 3 $660 4 $568 1 $125 11 $2,103 $2,103 2.5 Other Provisional Meetings, As Needed 12 $3,000 2 $478 2 $500 6 $852 2 $250 24 $5,080 $5,080 Subtotal 103 $21,064 3 Water Quality and Jar Testing Technical Memorandum 3.1 Compile/Tabulate City Collected Data 2 $500 4 $880 8 $1,136 14 $2,516 $2,516 3.2 Draft Technical Memorandum 3 $750 4 $880 16 $2,272 3 $375 26 $4,277 $4,277 3.3 City/DOH Review Comments and Finalization 4 $1,000 4 $880 8 $1,136 1 $125 17 $3,141 $3,141 Subtotal 57 $9,934 4 Project Applications, Approvals and Permitting Support 4.1 Stormwater Site Plan/Drainage Report 4 $1,000 24 $5,280 50 $7,100 2 $340 10 $1,400 6 $750 96 $15,870 $15,870 4.2 City Building Department Review 2 $500 4 $956 $0 24 $6,000 24 $3,792 6 $852 4 $560 4 $500 68 $13,160 $7,169 $717 $21,046 4.3 Electrical Utility Service Change Application 1 $250 10 $2,390 $0 11 $2,640 $2,640 4.4 Package Filtration System Pre-Selection 6 $1,500 2 $478 $0 2 $500 8 $1,760 16 $2,272 3 $510 2 $280 39 $7,300 $7,300 4.5 SCADA System Upgrades, Standardization, Pre-Purchase 4 $1,000 16 $3,824 $0 1 $170 2 $280 2 $250 25 $5,524 $5,524 4.6 DOH Review 5 $1,250 2 $478 $0 2 $440 14 $1,988 $0 4 $560 4 $500 31 $5,216 $5,216 4.7 SEPA Checklist 1 $250 10 $2,200 2 $284 $0 2 $250 15 $2,984 $2,984 Subtotal 285 $52,694 5 Bid Document Preparation 5.1 60% Drawings 47 $11,800 74 $17,590 170 $24,197 108 $27,000 134 $29,568 117 $18,454 46 $7,610 179 $25,446 37 $6,256 610 $85,456 1523 $253,378 $15,035 $20,500 $3,554 $292,466 5.2 60% Specifications 30 $7,425 19 $4,517 8 $1,150 5 $1,350 23 $5,148 3 $427 6 $1,033 57 $8,051 42 $5,288 194 $34,389 $4,366 $3,650 $802 $43,206 5.3 90% Drawings 33 $8,225 26 $6,286 93 $13,249 79 $19,800 110 $24,288 79 $12,545 51 $8,331 78 $11,104 15 $2,618 370 $51,758 936 $158,204 $14,252 $19,680 $3,393 $195,529 5.4 90% Specifications 23 $5,850 12 $2,796 25 $3,578 20 $4,950 2 $396 3 $443 28 $3,962 41 $5,175 154 $27,150 $4,366 $5,050 $942 $37,508 5.5 Final Drawings 9 $2,225 11 $2,653 29 $4,161 21 $5,200 27 $5,984 22 $3,444 11 $1,771 29 $4,061 6 $986 109 $15,246 273 $45,731 $8,366 $13,120 $2,149 $69,366 5.6 Final Specifications 6 $1,475 3 $813 4 $525 3 $700 3 $616 3 $458 1 $164 9 $1,335 9 $1,163 41 $7,249 $1,597 $4,570 $617 $14,033 5.7 Opinions of Probable Construction Cost 8 $2,000 8 $1,912 10 $1,420 6 $1,500 8 $1,760 12 $1,896 8 $1,312 24 $3,408 84 $15,208 $2,160 $216 $17,584 Subtotal 3205 $541,309 6 Services During Bidding 6.1 Pre-Bid Meeting 10 $2,500 12 $1,704 22 $4,204 $4,204 6.2 Bidder Questions and Addenda 10 $2,500 6 $1,434 6 $852 4 $1,000 2 $440 2 $328 16 $2,272 4 $500 50 $9,326 $1,717 $1,200 $292 $12,535 6.3 Assistance with Bid Evaluation 4 $1,000 6 $852 1 $125 11 $1,977 $1,977 Subtotal 83 $15,507 26 $6,890 377 $94,250 207 $49,473 346 $49,132 292 $73,000 369 $81,180 260 $41,017 130 $21,320 591 $83,922 64 $10,880 1,111 $155,540 20 $2,500 132 $16,500 3,925 $685,604 $62,267 $69,930 $13,220 $831,020 Other Direct Costs Mileage @ $0.625 per mile $478 Production/Printing and Scanning Platform Fees $2,000 Subtotal $2,478 Markup @ 10% $248 TOTAL ODC $2,726 GRAND TOTAL $833,746 Total CostSubconsultant Cost BHC Consultants Sr Project EngineerEngineer Sr Structural Total LaborStaff Engineer Electrical Staf Eng. $220 Mierzejewski/Ochiltree Structural Engineer $158 Wildhood Total Direct Labor $265 $250 $239Task DescriptionTask No. QC Project Electrical Reviewer Manager Engineer $250 Gross/Gibson Kelsey Palmatier Dahl $142 Munkthur $142 $125 Project Admin Clerical/WPCAD Drafter $140 $125 CAD Manager $170 Cariaso/Castillo Coughlin Sifferman/McElwainOsloe Project Engineer $164 Hale/Aguilar Garcia/Miles/Thim Sifferman/McElwain Seattle 1001 Alaskan Way Suite 200 Seattle, Washington 98104 206.622.3321 Baltimore 4709 Harford Road Baltimore, Maryland 21214 410.929.6894 Spokane 505 West Riverside Ave. Suite 440 Spokane, Washington 99201 509.215.1500 October 19, 2023 Chris Kelsey, PE, PMP BHC Consultants 950 Pacific Avenue Suite 905 Tacoma, WA 98402 Subject: Arlington WTP Expansion Phase 1, Professional Services Proposal Thank you for the opportunity to provide BHC Consultants with our proposal for the referenced project. I have summarized our understanding of the scope and our proposed fee below. Project Description Project Owner City of Arlington North Olympic Avenue, Arlington, WA 98223 Project Location Arlington WTP Expansion Phase 1 Design, Arlington, Washington Building/Project Description With the expanded capacity of the source of supply being transmitted for treatment, the WTP will need to be expanded. The new 5,000 square foot WTP building will consist of a lower level clearwell and upper level treatment and electrical rooms. Plant expansion is expected to implement the same treatment processes currently used for the additional source of supply, including coagulation, clarification, filtration, disinfection, and pH adjustment. The available footprint for this expansion is in the northeast corner of the Utility Complex space currently occupied by the decommissioned original 1924 WTP, which would be demolished ahead of new facility construction. Sustainable Design Goals and Requirements We understand the project will not pursue any sustainability certifications. Proposal for Professional Services // 2 of 7 Information Source Proposal is based on the following correspondence. Email from Chris Kelsey dated 11/23/2022 and 09/07/23. SOW dated December 2022. Arlington WTP Expansion Project Report dated June 2022. Document Formats It is our understanding that BHC Consultants will produce Architectural drawings in AutoCAD. FSi will provide Level of Detail (LOD) 300 drawings using AutoCAD through Phase 1 Final Design in accordance with the AIA Level of Detail. Project Schedule and Design Submittals We understand the project will follow the schedule described below. Design and Documentation, from December 1st, 2023 to November, 1st 2024. Construction, from January, 1st 2024 to January, 1st 2025. The tentative schedule of deliverables will progress according to the table shown below based on a Notice to Proceed issued on February 1st, 2023. We assume that a delay in the issuing of review comments will delay the next submittal by the same length of time. Milestone Due Date NTP 12/01/2023 Tentative 60% Submittal 04/01/2023 60% Review Comments 04/14/2023 Tentative 90% Permit Submittal 07/01/2023 90% Review Comments 07/14/2023 Tentative IFC Submittal 11/01/2024 Meetings Our proposal is based on the following number of meetings with design team, owner representative, and construction team during design phase and construction. Proposal for Professional Services // 3 of 7 6 internal coordination meetings (virtual). Summary: Base Services Mechanical Engineering Services • Heating, ventilation, and air conditioning. • Plumbing Engineering Services Description The following identifies our baseline services. We consider any services not listed below to be optional services. Mechanical Engineering Services Heating, Ventilation, and Air Conditioning Systems • Air conditioning and heating systems design. • Space heating and ventilation design for areas not requiring air conditioning. • DIV 15 construction specifications in CSI format • Performance specifications for building climate control systems and required control diagrams. • Design of gas piping to utility provided meter. • Design for potentially corrosive environments. • Heating and cooling load calculations, energy profile. • General building exhaust systems design including NFPA 820 requirements. • Department of Health (DOH) coordination and responding to comments. • Permit documents and support. • An opinion of mechanical cost will be included at the 60%, 90%, and Final submittals. • Answer contractor questions during bidding phase. Plumbing Systems • Sanitary drainage, vent, and piping design. • Domestic cold and hot water piping distribution design, cold water to five feet outside building. Proposal for Professional Services // 4 of 7 • Design of domestic water heating system. • Plumbing fixture specifications and cut sheets. • Connections for equipment and appliances provided by others based on information provided by others. • Design for potentially corrosive environments. • An opinion of plumbing cost will be included at the 60%, 90%, and Final submittals. • Answer contractor questions during bidding phase. Energy Consulting Services • State energy code calculations for building envelope and mechanical systems Exclusions and Clarifications • Fire protection design services are excluded. • Construction administration is excluded. • Prebid and preconstruction meetings are excluded. • Construction record drawings are excluded. • Structural calculations for the seismic restraint of mechanical equipment are excluded. • Commissioning of systems and support of commissioning process is excluded. • Cost reduction is not included for redesign after systems have been designed and approved after 60% documents. • Acoustical calculations for systems are not included. • Design of building footing drainage and/or sub-slab groundwater drainage is by others. Fee Hourly to a maximum up to $69,930. Principal Project Manager Eng Level 6 Eng Level 5 Eng Level 4 Eng Level 2 CAD A Project Admin. Design Period Services $310 $220 $185 $175 $160 $140 $135 $125 Task total 5 BID DOCUMENT PREPARATION Proposal for Professional Services // 5 of 7 5.1 60% Drawings 4 18 72 28 $20,500 5.2 60% Specifications 4 4 8 2 $3,650 5.3 90% Drawings 4 40 40 24 $19,680 5.4 90% Specifications 2 8 12 6 $5,050 5.5 Final Drawings 4 18 36 16 $13,120 5.6 Final Specifications 8 16 2 $4,570 5.7 Opinions of Probable Construction Cost 4 8 $2,160 6 SERVICES DURING BIDDING 6.1 Pre-Bid Meeting 2 $440 6.2 Bidder Questions and Addenda 2 $320 6.3 Assistance with Bid Evaluation 2 $440 TOTALS 18 104 194 68 10 $69,9630 Additional Services Services requested beyond those included in this proposal will be considered additional services and will be billed at hourly rates listed below. FSi will not proceed with services we consider to be in addition to the contract without first notifying you and obtaining your authorization. Additional services will be billed at our standard hourly rates at the time the work is performed. Our current standard hourly rates are below. Position Hourly rate Principal $310 Principal Engineer $250 Fire Protection Engineer $250 Project Manager $220 Proposal for Professional Services // 6 of 7 Position Hourly rate Mechanical Engineer Level 7 $195 Mechanical Engineer Level 6 $185 Mechanical Engineer Level 5 $175 Mechanical Engineer Level 4 $160 Mechanical Engineer Level 3 $145 Mechanical Engineer Level 2 $140 Mechanical Engineer Level 1 $135 Engineering Intern $110 CAD Manager $155 CAD Drafter $135 Project Administration $125 Expenses at cost plus 10% including: • Subcontracted Services, Cost plus 10% • Mileage at standard IRS allowable • Parking • Courier services, shipping • Reproduction costs • Travel outside Puget Sound area Delegated Design For those portions of work that are delegated design, FSi’s documentation will be limited to performance specifications. FSi may also produce conceptual drawings, if requested by the owner/client and included in this proposal. These performance specifications and conceptual drawings are not design documents; these documents will provide guidance only for the design- build contractor’s design of system(s). The design-build contractor is responsible for complete design, engineering, permit documents, construction documents, and coordination with architectural, all trades and utilities, and governing jurisdictions and licensing agencies. FSi’s review of submittals by design-build contractor is for the limited purpose of checking for conformance with the performance concept expressed in the contract document. FSi’s review does not constitute approval of safety Proposal for Professional Services // 7 of 7 precautions, means and methods, approval of an assembly, or approval of a component. The following are delegated design services to which this clause will apply: - Building automation/energy management system/temperature control system If you have any questions, or need additional information, please feel free to contact me. Sincerely, FSi Engineers Ola Jarvegren Principal FSi Engineers City of Arlington WTP Task-1 0 12 6 6 6 6 36 Task-1 4 8 4 2 2 2 22 Task-2 0 12 12 6 6 3 39 Task-2 0 2 4 8 8 0 22 Task-2 0 2 4 4 8 0 18 Task-2 0 2 4 12 12 0 30 Task-2 1 8 20 32 48 2 111 Task-2 1 4 16 40 48 0 109 Task-2 0 4 12 32 32 0 80 Task-4 0 1 4 12 12 0 29 Task-5 0 1 24 16 16 0 57 Task-6 0 2 2 6 6 0 16 Principal AR Project Manager DES Senior Architect GS Designer III RM Designer III JF Contract Specialist JS 6 58 112 176 204 13 569 $207.00 $198.00 $136.00 $87.45 $87.45 $73.70 $1,242.00 $11,484.00 $15,232.00 $15,391.20 $17,839.80 $958.10 $62,147.10 $119.75 Total Design Fees = Task -2: Kick-off Meeting, site visits/meetings (2) virtual,(1) in-person and process program review Architectural Project Responsibilties December 16, 2022 Travel (2 trips: design phase) 47.9 miles RT x .625 per Mile Reimbursable Expenses: Revit based 50% Concept Design (Floor Plans/Exterior Elevations/Bldg.Section) $62,266.85Date: Donn Stone/Gary Scott December 16, 2022 Prepared By: Revit based 90% Design Documents (Floor Plan, Roof Plan, Elevations, Sections, Schedules, Details) Total Man Hours = Salary Rates = Salary Subtotal = Revit based 100% Design Documents (Floor Plan, Roof Plan, Elevations, Sections, Schedules, Details) Permitting Support Bid Document Preparation Services During Bidding Monthly Team Meetings (12 virtual proposed) QA/QC Architectural Design/Documentation Services Fee Proposal Research/acquire/review existing documents Code and Land-use review through the City of Arlington Concept design development and coordination with BHC structural and process engineers. Scope of Work: Architectural Services RAI will provide design documentation support to a 50%, 90% and 100% Revit based design documentation process for a 2- story 10,540 SF w/deck on west and north faces. Building materials will be concrete, cmu, steel structure with a metal roof for a replacement WTP for City of Arlington. Design to be compatible with existing facility complex and building directly adjacent to the south to which it will be connected through a Loading Dock. Some preservation or image relocation work may be indicated based on locally popular artwork that is currently on the east concrete face of the existing WTP building which is to be ID Task Name Duration Start Finish 1 Notice to Proceed 0 days Mon 1/1/24 Mon 1/1/24 2 Project Kickoff Meeting (Virtual)0 days Mon 1/8/24 Mon 1/8/24 3 Well Drilling, WQ Testing by Arlington 45 days Mon 1/1/24 Fri 3/1/24 4 Updated WQ sampling from Arlington to BHC 0 days Fri 3/1/24 Fri 3/1/24 5 Decommissioned Building Demo Completed by Arlington 0 days Fri 3/1/24 Fri 3/1/24 6 Vendor/Integrator Support Communications 61 days Mon 1/8/24 Mon 4/1/24 7 Pre‐purchased Equipment Decisions Made by Arlington 0 days Fri 3/1/24 Fri 3/1/24 8 Site Base Map and Geotechnical Report to BHC 0 days Mon 4/1/24 Mon 4/1/24 9 Finalized Treatment Package and SCADA Hardware Scopes of Supply 0 days Mon 4/1/24 Mon 4/1/24 10 Vendor Negotiations / Agreement and Pre‐manufacturing, As Needed 345 days Fri 3/1/24 Thu 6/26/25 11 Development of Jar Testing Draft Tech Memo 45 days Mon 3/4/24 Fri 5/3/24 12 Jar Testing Tech memo Submitted to Arlington 0 days Fri 5/3/24 Fri 5/3/24 13 Arlington Review Period on Jar Testing Tech Memo 10 days Mon 5/6/24 Fri 5/17/24 14 Finalize Jar Testing Tech Memo / Project Report 5 days Mon 5/20/24 Fri 5/24/24 15 Jar Testing Tech Memo/Project Report Amendment to DOH 0 days Mon 5/27/24 Mon 5/27/24 16 60% Design Development 60 days Mon 4/1/24 Fri 6/21/24 17 SEPA Checklist Submitted to Arlington 0 days Fri 6/21/24 Fri 6/21/24 18 60% Design Submitted to Arlington 0 days Fri 6/21/24 Fri 6/21/24 19 Arlington Comments and Review 10 days Mon 6/24/24 Fri 7/5/24 20 60% Design Development Review Meeting (In Person)0 days Mon 7/8/24 Mon 7/8/24 21 60% Design Site Visit 0 days Mon 7/8/24 Mon 7/8/24 22 90% Design Development 60 days Tue 7/9/24 Mon 9/30/24 23 Stormwater Site Plan/Drainage Report 45 days Tue 7/9/24 Mon 9/9/24 24 90% Design submitted to Arlington 0 days Mon 9/30/24 Mon 9/30/24 25 Arlington Comments and Review 15 days Tue 10/1/24 Mon 10/21/24 26 90% Design Development Review Meeting (In Person)0 days Mon 10/21/24 Mon 10/21/24 27 Electrical Utility Service Change Application 0 days Mon 9/30/24 Mon 9/30/24 28 Submit 90% Design to DOH 0 days Mon 10/28/24 Mon 10/28/24 29 Finalized Jar Testing Tech Memo/Project Report Amendment to DOH 0 days Mon 10/28/24 Mon 10/28/24 30 Submit 90% Design (Permit Set) to Local Jurisdictional Approvals (City Building Dept) 0 days Mon 10/28/24 Mon 10/28/24 31 DOH Comments and Review 90 days Tue 10/29/24 Mon 3/3/25 32 Receive Comments from DOH 0 days Mon 3/3/25 Mon 3/3/25 33 Final Design Development 120 days Tue 10/22/24 Mon 4/7/25 34 Final Design Submittal to Arlington 0 days Mon 4/7/25 Mon 4/7/25 35 Arlington Comments and Review 5 days Tue 4/8/25 Mon 4/14/25 36 Final Design Workshop (Virtual)0 days Mon 4/14/25 Mon 4/14/25 37 Prebid Meeting 0 days Mon 5/5/25 Mon 5/5/25 38 Project Bidding Phase 60 days Tue 4/22/25 Mon 7/14/25 39 Contractor Bids Due 0 days Mon 7/14/25 Mon 7/14/25 1/1 1/8 3/1 3/1 3/1 4/1 4/1 5/3 5/27 6/21 6/21 7/8 7/8 9/30 10/21 9/30 10/28 10/28 10/28 3/3 4/7 4/14 5/5 7/14 Dec Jan Feb Mar Apr Ma Jun Jul Au Sep Oct Nov Dec Jan Feb Mar Apr Ma Jun Jul Au Qtr 1, 2024 Qtr 2, 2024 Qtr 3, 2024 Qtr 4, 2024 Qtr 1, 2025 Qtr 2, 2025 Qtr 3, 2025 Task Milestone Summary City of Arlington WTP Phase 1 Expansion Final Design Project Schedule Project Schedule - December 2023 Page 1 Bold+Underline indicates City of Arlington Scope City of Arlington Council Agenda Bill WS #10 Attachment December 11, 2023 Request to waive permitting fees for installation of City cameras Fee Waiver Request Form DEPARTMENT OF ORIGIN Police; Jonathan Ventura, Chief EXPENDITURES REQUESTED: BUDGET CATEGORY: BUDGETED AMOUNT: LEGAL REVIEW: DESCRIPTION: Historically, permit fees have been waived for City projects. Staff is requesting Council grant consideration to waive all permitting fees related to the installation of cameras for the City of Arlington. The fees being considered are: Permit Fee(s):$1,100.00 Processing Technology Fee $25.00 Total: $1,125.00 ALTERNATIVES: Remand to staff for additional information. will be, “I move to approve waiving of permitting fees for the installation of cameras in the City of PERMIT FEE WAIVER REQUEST Community & Economic Development City of Arlington • 18204 59th Ave NE • Arlington, WA 98223 • Phone (360) 403-3551 REV5.2021 Page 1 of 1 PER THE CURRENT FEE RESOLUTION Section 1. Fees and Charges—General. 1.1 Fees. Fees are intended to cover the normal, recurring costs associated with providing a given service. Fees are non-refundable. 1.2 Prices. In some instances, the City provides certain goods and merchandise for sale. Prices for these goods may be included in this resolution. 1.3 Payment Due. Fees are due at the time the action is requested (e.g., at time of application) or occurs (e.g., prior to a specific action). An applicant may pay all fees of a multi-phased project in advance; however, doing so does not vest applicable fees due. Fees due are those in effect at the time the specific action or phase of an action is requested or occurs. 1.4 Waivers. Upon petition by the applicant, the City Council may waive any of the fees, or portions thereof, for any non-profit organization or government agency. NOTE: State Surcharge Fees cannot be waived. Permit Number: Total Amount: $ Staff Requesting Fee Waiver: Staff Department: Staff Email: Staff Phone #: Reason for Waiver: Council Workshop Date: Council Approval Date: Signatory Authority: Print Name: CED STAFF USE ONLY FEE BREAKDOWN Plan Review Fee(s) $ Permit Fee(s) $ Processing Technology Fee $ State Surcharge Fee $ Other: $ Other: $ ACCEPTED BY DATE STAMP November 2023 Local Government Meetings Date Date Date Date Date Date Date Date Council Workshops 11/13/23 11/27/23 Council Meetings 11/6/23 11/20/23 Auditor opening conference meeting with Paul and Barb CED focus group 11/21/23 11/28/23 Date Date Date Date Date Date Association of Washington Cities Community Transit Economic Alliance Snohomish County Mayor's Association Puget Sound Regional Council Snohomish County Cities Snohomish County Committee for Improved Transportation Building Bridges MAC group 11/15/23 11/27/23 Board of Health 11/2/23 11/14/23 11/27/23 Date Date Date Date Date Date National League of Cities Meetings in Washington, D.C., which address issues with Congress, Executive, and Federal departments and Business Meetings Date Date Date Date Date Date Non-Profit Meetings Date Date Date Date Date Date Community & Volunteer Meetings/Events Date Date Date Date Date Date Veterans Parade 11/11/23 Monthly Elected Official Strategic Report Due on 5th of month Name: Heather Logan Date: 12/5/2023 . November 2023 Local Government Meetings Date Date Date Date Date Date Date Date Council Workshops 11/13/23 11/27/23 Council Meetings 11/6/23 11/20/23 5th Monday MeetingsJoint Meetings with City Boards/Commissions Special Purpose (WWU & WSU studies,etc) Liaison Meeting special meetings 11/21/23 Meeting with Rep Shaver WSDOT Date Date Date Date Date Date Date Date Association of Washington Community Transit 11/2/23 Board 11/15/23 Appreciation 11/16/23 Executive Economic Alliance Snohomish Puget Sound Regional Council County personnel and/or 11/26/23 Governor, State departments SnoTac City Commissions National Government Meetings Date Date Date Date Date Date Date Date National League of Cities Meetings in Washington, D.C., which address issues with Congress, Executive, and Federal departments and Business Meetings Date Date Date Date Date Date Date Date Non-Profit Meetings Date Date Date Date Date Date Date Date Community & Volunteer Meetings/Events Date Date Date Date Date Date Date Date Stronger Together Rotary National Night Out Chamber Meeting Audit Conferences Monthly Elected Official Strategic Report Due on 5th of month Jan Schuette MONTH YEAR Local Government Meetings Date Date Date Date Date Date Date Date Council Workshops 11/6/23 11/20/23 Council Meetings 11/13/23 11/27/23 Joint Meetings with City Staff Boards/Commissions 11/2/23 11/8/23 Liaison Meeting, Airport Date Date Date Date Date Date Date Date Association of Washington Cities Economic Alliance Snohomish County State Council on Aging 11/14/23 11/21/23 Senior Center Meeting 11/8/23 SnoCo County on Aging 11/21/23 Meetings with Snohomish County personnel and/or Governor, State departments National Government Meetings Date Date Date Date Date Date Date Date Meetings in Washington, D.C., which address issues with Congress, Executive, and Federal departments and Business Meetings Date Date Date Date Date Date Date Date Non-Profit Meetings Date Date Date Date Date Date Date Date Date Date Date Date Date Date Date Date NOAH Board Meeting 11/8/23 11/20/23 Monthly Elected Official Strategic Report Due on 5th of month Name: Michele Blythe Date: November 2023