HomeMy WebLinkAbout2007.11.13 Council Workshop Packet AGENDA
PASCO CITY COUNCIL
Workshop Meeting 7:00 p.m. November 13, 2007
Please note that our Council Meeting will take place on Tuesday,November 13
as City Hall will be closed Monday,November 12 in honor of Veterans' Day.
1. CALL TO ORDER
2. VERBAL REPORTS FROM COUNCILMEMBERS:
3. ITEMS FOR DISCUSSION:
(a) Reuse Facility Presentation. (NO WRITTEN MATERIAL ON AGENDA) Presented by
Reuel Klempel,WWTP Division Manager.
(b) Tourism Promotion Area:
1. Agenda Report from Gary Crutchfield, City Manager dated November 7, 2007.
2. 2008 TPA Budget Summary.
3. 2008 TPA Business Plan(Council packet only; copy available in City Manager's office for
public review).
(c) Senior Center Facility and Program Study:
1. Agenda Report from Paul Whitemarsh,Recreation Services Manager dated November S,
2007.
2, Final Draft Report(Council packets only; copy available in Recreation Services Manager's
office for public review).
(d) Street Name Change for a portion of East Lewis Street (MF#INFO 07-067):
1. Agenda Report from David I.McDonald, City Planner dated November 8, 2007.
2. Proposed Ordinance and Vicinity Map.
(e) Small Works Roster Ordinance:
1. Agenda Report from Robert J.Alberts,Public Works Director dated November 8, 2007.
2. Ordinance.
(f) Amendment No. 5 to Professional Services Agreement with CH2MHill:
1. Agenda Report from Robert J. Alberts,Public Works Director dated November 6, 2007.
2. Vicinity Map.
3. Amendment No. 5 to Professional Services Agreement.
(g) Amendment No.6 to Professional Services Agreement with CH2MHill:
1. Agenda Report from Robert J. Alberts,Public Works Director dated November 6, 2007,
2. Vicinity Map.
3. Amendment No. 6 to Professional Services Agreement.
(it) Stormwater Utility Rate Increase:
1. Agenda Report from Jim Chase,Finance Manager dated November 8, 2007.
2. Ordinance.
4. OTHER ITEMS FOR DISCUSSION:
(a)
(b)
(c)
5. EXECUTIVE SESSION:
(a)
( )
(c)
6. ADJOURNMENT.
Workshop Meeting 2 November 13,2007
REMINDERS:
1. 11:30 a.m., Monday, November 12 — Our Lady of Lourdes Hospital, Groundbreaking and
Blessing Ceremony. (COUNCILMEMBER BOB HOFFMANN)
2. 12:00 p.m., Monday, November 12, Pasco Red Lion -- Pasco Chamber of Commerce General
Membership Meeting. ("What is a Small Business Development Center Anyway"; presented by
Small Business Development Center Director,Bruce Davis.)
3. 10:00 a.m., Tuesday, November 13, Senior Center — Senior Citizens Advisory Committee
Meeting. (COUNCILMEMBER TOM LARSEN,Rep.;BOB HOFFMANN,Alt.)
4. 11:30 a.m., Thursday, November 15 — ConAgra Foods Ribbon Cutting Ceremony. (MAYOR
JOYCE OLSON)
S. 12:00 p.m., Thursday, November 15, 720 W. Lewis Street — Pasco Downtown Development
Association Board Meeting. (COUNCILMEMBER TOM LARSEN, Rep.; MATT WATKINS,
Alt.)
6. 4:00 p.m., Thursday, November 15, Toyota Center — TRIDEC Board Meeting.
(COUNCILMEMBER MIKE GARRISON,Rep.; TOM LARSEN, Alt.)
7. 11:30 a.m., Friday, November 16, Roy's Smorgy — Benton Franklin Council of Governments
Board Meeting. (COUNCILMEMBER TOM LARSEN,Rep.;BOB HOFFMANN,Alt.)
AGENDA REPORT
TO: City Council November 7, 2007
FROM: Gary Crutchfi Manager Workshop Mtg.: 11/13/07
Regular Mtg.: 11/19/07
SUBJECT: Tourism Promotion Area
I. REFERENCE(S):
1. 2008 TPA Budget Summary
2. 2008 TPA Business Plan (Council packets only; copy available in City Manager's
Office for public review)
H. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
11/13: Presentation by Kris Watkins, President and CEO, Tri-Cities Visitor and Convention
Bureau
11/19: MOTION: I move to approve the 2008 operating budget for the Tourism
Promotion Area in the total amount of$810,000.
III. FISCAL IMPACT:
None.
IV. HISTORY AND FACTS BRIEF:
A) The Tourism Promotion Area (TPA) was formed in late 2004 to generate and
administer the proceeds of a "per night room assessment" on hotels/motels in the
Tri-Cities, imposed by the hotels themselves.
B) The interlocal agreement (between Pasco, Kennewick and Richland) that created the
TPA requires the annual budget from the TPA to be approved by the City Council.
V. DISCUSSION:
A) The TPA "assessment" is remitted by the hotels to the state which, in turn,
distributes it to the city in which it was collected. The city is obligated to pass the
funds to the TPA, for use in accordance with the approved budget. The 2008 budget
is generally the same as 2007, except for:
• Administrative costs will increase by $35,000 (28%) principally due to the
higher rent payment associated with the new combined office location of the
Visitor & Convention Bureau (TPA), TRIDEC and Regional Chamber of
Commerce;
• Opportunity Fund will double, to $60,000;
• Reserves (the portion of recurring revenue not allocated for expenditure) will
decline by $47,000 to only $16,000.
3(b)
AGENDA REPORT
FOR: City Council November 5, 2007
TO: Gary Crutchfie
Stan Strebel, A min?anager i and Community
Services Direc r
FROM: Paul Whitemarsh,�on Services Manager Workshop Mtg.: 11/13/07
Regular Mtg.: 11/19/07
SUBJECT: Senior Center Facility and Program Study
I. REFERENCE(S):
1. Final Draft Report: Planning for the Future of the Pasco Senior Center
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
11/13: Discussion
11/19: MOTION: I move to accept the final report of the Senior Center Future
Planning Report as recommended by the Senior Advisory
Board and the Park and Recreation Advisory Council.
III. FISCAL IMPACT:
TBD.
IV. HISTORY AND FACTS BRIEF:
A) In July of 2007 the Council approved a Professional Services Agreement with the
Educational Services District to conduct an all day compression planning session
to map out the future of the Senior Center. Staff conferred on three occasions
with the facilitators who gathered background information, reviewed the Phase I
report and toured the Senior Center prior to the planning session. Forty-six people
participated in the six hour session on July 26.
B) The results of the day's work was 1) new mission statement, 2) an action plan to
make the facility more attractive to seniors, and 3) direction to develop new
programs that address the abilities and interests of the various age cohorts.
C) The Senior Center Advisory Board and the Parks and Recreation Advisory
Council have both accepted the printed report and recommend adoption by the
City Council.
3(c)
AGENDA REPORT NO. 78
FOR: City Council DATE: 11/8/07
TO: Gary Crutchfi Manager WORKSHOP: 11/13/07
REGULAR: 11/19/07
FROM: David McDona d, City Planner\jk
SUBJECT: Street Name Change for a portion of East Lewis Street (MF #INFO
07-067)
I. REFERENCEM:
A. Proposed Ordinance and Vicinity Map
II. AC'T`ION REQUESTED OF COUNCIL STAFF RECOMMENDATIONS:
11/13: Discussion
11/19: Motion: I move to adopt Ordinance No. changing
the name of a portion of East Lewis Street to Heritage
Boulevard, and further, to authorize publication by
summary only.
III. FISCAL IMPACT: NONE
IV. HISTORY AND FACTS BRIEF:
A. Earlier in the year the City in conjunction with a private developer
completed construction on Billings Avenue (now called Heritage
Boulevard). This new street was constructed to provide a truck route
link between the Lewis Street Interchange and the industrial properties
south of"A" Street.
B. Following the completion of Billings Avenue, the owner of much of the
industrial land south of "A" Street, with support from the Port,
petitioned to have the name of Billings Avenue changed to Heritage
Boulevard.
V. DISCUSSION:
The purpose behind the construction of Heritage Boulevard was to create a
direct connection from the existing Lewis Street Interchange and the
industrial lands on the south side of"A" Street. The new street was seen as
a key component in facilitating much needed future industrial
development in the area. Additionally, the street was designed to route
heavy truck traffic to "A" Street to eliminate the conflicts with large trucks
traveling east on Lewis Street through the school zones.
With a portion of the Lewis Street Interchange/"A" Street connection now
named Heritage Boulevard, there is a need to fully extend the new street
name to Highway 12. Extending the new street name to the state highway
will eliminate any confusion with the current dual names (E. Lewis 8&
Heritage) on this truck route. Having one consistent name from Highway
12 to the "A" Street industrial lands will also aid in marketing efforts for
attracting future industrial businesses.
The proposed name change will not affect any addressing because no
properties are currently addressed on the portion of East Lewis that
extends north from Heritage to the interchange.
3(d)
ORDINANCE NO.
AN ORDINANCE changing the name of a portion East Lewis Street.
WHEREAS, the identification of streets plays an important
function in maintaining the safety and welfare of the public; and,
WHEREAS, street names are the principal means for the public to
reference and locate properties in the city;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
PASCO, WASHINGTON DO ORDAIN AS FOLLOWS:
Section I. That that portion of East Lewis Street extending
northerly from the intersection with Heritage Boulevard to the
intersection with Commercial Avenue on the northeasterly side of SR 12,
is hereby renamed and shall henceforth be referred to and known as
Heritage Boulevard.
Section 2. This ordinance shall be in full force and effective after
its passage and publication as required by law.
PASSED this day of November 2007.
Joyce Olson
Mayor
ATTEST: APPROVED AS TO FORM: .
Sandy Kenworthy Leland B. Kerr
Deputy City Clerk City Attorney
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AGENDA REPORT NO. 30
FOR: City Council November 8, 2007
TO: Gary Crutchfie Manager
FROM: Robert J. Albe orks Director Workshop Mtg.: 11/13/07
Regular Mtg.: 11/19/07
SUBJECT: Small Works Roster Ordinance
I. REFERENCE(S):
1. Ordinance
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
11/13/07: Discussion
11/19/07: MOTION: I move to adopt Ordinance No. , and Ordinance creating
Section 14.11, Small Works Roster, and, further, authorize publication by
summary only.
III. FISCAL IMPACT:
None
IV. HISTORY AND FACTS BRIEF:
A) The State of Washington created RCW 35.22 to allow Cities to create a Small
Works Roster. The agency is required to establish rules implementing the roster.
An Ordinance best establishes these rules.
V. DISCUSSION:
A) The City has used RCW 35.22 to establish a Small Works Roster for Public
Works projects. The State Legislation recognized years ago the need to
streamline receiving quotations or bids for small projects rather than a formal
bidding process. The maximum dollar amount has increased over the years and is
currently at $200,000. In 2006, Legislation made several administrative changes
and options.
B) Staff proposes an Ordinance creating Chapter 14.11, Small Works Rosters, which
describes in detail the State Law with recent changes. This will also help staff in
understanding the changes and implementing RCW 35.22.
Staff recommends approval of the proposed Ordinance.
3(e)
ORDINANCE NO.
AN ORDINANCE of the City of Pasco, Washington,
Creating Chapter 14.11 Entitled "Small Works Roster"
WHEREAS, the City is authorized by RCW 39.04.155 and other laws regarding
contracting for public works to establish and implement a Small Works Roster to provide an
alternative for public bidding for public works contracts having a total contract price, including
sales tax, of under Two Hundred Thousand Dollars ($200,000.00); and
WHEREAS, RCW 39.04.190 provides for the purchase of materials, supplies, or
equipment not connected to a public works project that is to be secured by a vendor's list
process; and
WHEREAS, the Washington Legislature, in 2007, has made amendments to the City's
authority for the use and implementation of a Small Works Roster requiring the update and
codification by the City of its Small Works Roster procedure,NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON,DO ORDAIN
AS FOLLOWS:
Section 1. That a new Chapter 14.11 entitled "Small Works Roster" of the Pasco
Municipal Code shall be and hereby is enacted and shall read as follows:
CHAPTER 14.11
SMALL WORKS ROSTER
Section
14.11.010 Small Works Roster Procedures.
14.11.020 Purchase of Materials, Supplies or Equipment Not Connected to a Public Works
Project Under Thirty-Five Thousand Dollars ($35,000.00).
14.11.030 Purchase of Materials, Supplies or Equipment Not Connected to a Public Works
Project in an Amount Between Thirty-Five Thousand Dollars ($35,000.00) and
One Hundred Thousand Dollars ($100,000.00).
14.11.010 SMALL WORKS ROSTER PROCEDURES. The following Small
Works Roster procedures are established for use by the City pursuant to RCW 35.22.620 and
RCW 39.04.
A) Cost. The City need not comply with formal sealed bidding procedures for the
construction, building, renovation, remodeling, alteration, repair, or improvement of real property
where the estimated cost does not exceed Two Hundred Thousand Dollars ($200,000.00), which
includes the costs of labor, material, equipment and sales and/or use taxes as applicable. Instead,
the City may use the Small Works Roster procedures for public works projects as set forth
herein. The breaking of any project into units or accomplishing any projects by phases is
prohibited if it is done for the purpose of avoiding the maximum dollar amount of a contract that
may be let using the Small Works Roster process.
B) Number of Rosters, The City may create a single general Small Works Roster, or
may create a Small Works Roster for different specialties or categories of anticipated work. Said
Small Works Rosters may make distinctions between contractors based upon different
geographic areas served by the contractor.
C) Contractors on Small Works Roster(s). The Small Works Roster(s) shall consist
of all responsible contractors who have requested to be on the roster(s), qualified under the
requirements of PMC 14.10, and where required by law are properly licensed or registered to
perform such work in this State. Contractors desiring to be placed on a roster or rosters must
keep current records of any applicable license, certifications, registrations, bonding, insurance, or
other appropriate matters on file with the City as a condition of being placed on a roster or
rosters.
D) Publication. At least once a year, the City shall publish in a newspaper of general
circulation within the jurisdiction a notice of the existence of the roster or rosters and solicit the
names of contractors for such roster or rosters. Responsible and qualified contractors shall be
added to an appropriate roster or rosters at any time that they submit a written request and
necessary records. The City may require master contracts to be signed that become effective
when a specific award is made using a Small Works Roster.
E) Electronic Rosters. In addition to paper and/or electronic rosters kept on file in
the appropriate department, the City may also use state-wide electronic data base developed and
maintained for this purpose.
F) Telephone or Written Quotations. The City shall obtain telephone, written or
electronic quotations for public works contracts from contractors on the appropriate Small Works
Roster to assure that a competitive price is established and to award contracts to the lowest
responsible and qualifying bidder as defined in RCW 39.04,350, as follows:
1) A contract awarded from a Small Works Roster need not be advertised.
Invitations for quotations shall include an estimate of the scope and nature of the work to
be performed as well as materials and equipment to be furnished. However, detailed
plans and specifications need not be included in the invitation. This subsection does not
eliminate other requirements for architectural or engineering approvals as to quality and
compliance with building codes.
2) Quotations may be invited from all appropriate contractors on the
appropriate Small Works Roster. As an alternative, quotations may be invited from at
least (5) contractors on the appropriate Small Works Roster who have indicated the
capability of performing the kind of work being contracted, in a manner that will
equitably distribute the opportunity among the contractors on the appropriate roster.
If the estimated cost of the work is from one hundred thousand dollars
($100,000.00) to two hundred thousand dollars ($200,000.00), the City may choose to
solicit bids from less than all the appropriate contractors on the appropriate Small Works
Roster, but must also notify the remaining contractors on the appropriate Small Works
Roster that quotations on the work are being sought. The City has the sole option of
determining whether this notice to the remaining contractors is made by:
a) Publishing notice in a legal newspaper in general circulation in the
area where the work is to be done.
b) Mailing a notice to these contractors; or
C) Sending a notice to these contractors by facsimile or other
electronic means.
3) For the purpose of this Chapter, "equitably distribute" means that the City
may not favor certain contractors on the appropriate Small Works Roster over other
contractors on the appropriate Small Works Roster who perform similar services. At the
time bids are solicited, the City representative shall not inform a contractor of the terms
or amount of any other Contractor's bid for the same project.
4) A written record shall be made by the City representative of each
contractor's bid on the project and of any conditions imposed on the bid. Immediately
after an award is made, the bid quotations obtained shall be recorded, open to public
inspection, and available by telephone inquiry.
G) Limited Public Works Process. If work, construction, alteration, or improvement
projects are estimated to cost less than thirty-five thousand dollars ($35,000.00), the City may
award such a contract using the limited public works process provided under RCW 39.04.155.
For limited public works project, the City will solicit electronic or written quotations from a
minimum of three (3) contractors from the appropriate Small Works Roster and shall award the
contract to the lowest responsible bidder as defined under RCW 39.04.350. After an award is
made,the quotations shall be open to public inspection and available by electronic request.
The City may use the limited public works process to solicit and award Small Works
Roster contracts to small businesses that are registered contractors with gross revenues under one
million dollars ($1,000,000.00) annually as reported on their Federal Tax Return, and to adopt
such additional procedures as to encourage small businesses that are registered contractors with
revenues under two hundred fifty thousand dollars ($250,000.00) annually as reported on their
Federal Tax Return to submit quotations or bids on Small Works Roster contracts.
For limited public works project, the City may waive the payment and performance bond
requirements of RCW 39.08 and the retainage requirements of RCW 60.28, thereby assuming the
liability for the contractor's nonpayment of laborers, mechanics, subcontractors, material
suppliers, suppliers, and taxes imposed under Title 82 RCW that may be due from the contractor
for the limited public works project. However, the City shall have the right of recovery against
the contractor for any payments made on the contractor's behalf.
The City shall maintain a list of the contractors contacted and the contracts awarded
during the previous twenty-four (24) months under the limited public works process, including
the name of the contractor, the contractor's registration number, the amount of the contract, a
brief description of the type of work performed, and the date the contract was awarded.
H) Determining Lowest Responsible Bidder. The City shall award the contract for
the public works project to the lowest responsible bidder provided that, whenever there is a
reason to believe that the lowest acceptable bid is not the best price obtainable, all bids may be
rejected and the City Council may call for new bids.
In determining the "lowest responsible bidder", in addition to qualifications as required
by PMC 14.10, and in addition to price, the following elements shall be given consideration:
1) The ability, capacity, and skill of the bidder to perform the contract or
provide the service required.
2) The character, integrity, reputation, judgment, experience, and efficiency
of the bidder.
3) Whether the bidder can perform the contract within the time specified.
4) The quality of performance of previous contracts or services.
5) The previous and existing compliance by the bidder with laws relating to
the contract or services.
6) Such other information as may be secured having a bearing on the decision
to award the contract.
I) Award. The City Manager, or his designee, shall present all telephone
quotations/bids and recommendation for award of the contract to the lowest responsible and
qualified bidder to the City Council. However, for public works projects under one hundred
thousand dollars ($100,000.00), the City Manager shall have the authority to award public works
contracts without City Council's approval, provided that the City Council shall ratify the City
Manager's approval at the next scheduled City Council meeting,
For public works projects over one hundred thousand dollars ($100,000.00), the City Council
shall award all public works contracts by Resolution.
14.11.020 PURCHASE OF MATERIALS, SUPPLIES OR EQUIPMENT NOT
CONNECTED TO A PUBLIC WORKS PROJECT UNDER THIRTY-FIVE THOUSAND
DOLLARS ($35,000.00). The City is not required to use informal or formal sealed bidding
procedures or the procedures set forth in this Chapter to purchase materials, supplies, or
equipment for the purchase of any materials, supplies of equipment where the cost of same will
not exceed thirty-five thousand dollars ($35,000.00). The City will attempt to obtain the lowest
practical price for such goods and services.
14.11.030 PURCHASE OF MATERIALS, SUPPLIES OR EQUIPMENT NOT
CONNECTED TO A PUBLIC WORKS PROJECT IN AN AMOUNT BETWEEN THIRTY-
FIVE THOUSAND DOLLARS ($35,000.00) AND ONE HUNDRED THOUSAND DOLLARS
($100,000.00).
A) Publication of Notice. At least twice a year, the City shall publish, in the City's
official newspaper, notice of the existence of a roster(s) of vendors for materials, supplies, and
equipment, and shall solicit names of vendors for the roster.
B) Electronic Rosters. In addition to paper and/or electronic vendor lists kept on file
in the Public Works Department, the City may also use State-wide electronic data bases
developed and maintained for that purpose.
C) Telephone Quotations. The City shall use the following process to obtain
telephone quotations from vendors for the purchase of materials, supplies, or equipment:
1) A written description shall be drafted of the specific materials, supplies, or
equipment to be purchased, including the number, quantity, quality, and type desired, the
proposed delivery date, and any other significant terms of purchase.
2) A City representative shall make a good faith effort to contact at least three
(3) of the vendors on the roster to obtain telephone solicitation quotations from the
vendors for the required materials, supplies, or equipment.
3) The City representative shall not share telephone quotation from one
vendor with other vendors solicited for the bid on the materials, supplies, or equipment.
4) A written record shall be made by the City representative of each vendor's
bid on the material, supplies, or equipment, and of any conditions imposed on the bid by
such vendor.
5) The City representative shall present to the City Council all telephone
quotations and a recommendation for award of the contract to the lowest responsible
bidder.
D) Determining the Lowest Responsible Bidder. The City shall purchase the
materials, supplies or equipment from the "lowest responsible bidder", provided that whenever
there is reason to believe that the lowest acceptable bid is not the best price obtainable, all bids
may be rejected and the City may call for new bids.
In determining the lowest responsible bidder, in addition to qualifications as required by
PMC 14.10, and in addition to price, the following elements shall be given consideration:
1) The ability, capacity, and skill of the bidder to perform the contract or
provide the service required.
2) The character, integrity, reputation, judgment, experience, and efficiency
of the bidder.
3) Whether the bidder can perform the contract within the time specified.
4) The quality of performance of previous contracts or services.
5) The previous and existing compliance by the bidder with laws relating to
the contract or services.
6) Such other information as may be secured having a bearing on the decision
to award the contract.
E) Award. The City Council shall review quotations and recommendation by City
staff and award the contract to the lowest responsible bidder. A written record of each vendor's
quotations shall be made open to public inspection or telephone inquiry after the award of the
contract. Any contract awarded under this section need not be advertised.
F) Posting. A list of all contracts awarded under these procedures shall be posted at
the City's Public Works Department offices once every two (2) months. The list shall contain
the name of the vendor awarded the contract, the amount of the contract, a brief description of
the items purchased, and the date it was awarded.
Section 2. RATIFICATION. Any act consistent with the authority and prior to the
effective date of this Ordinance is hereby ratified and affirmed.
Section 3. SEVERABILITY. The provisions of this Ordinance are declared separate
and severable. If any provision of this Ordinance or its application to any person of circumstance
is held invalid, the remainder of this Ordinance or application of the provision to other persons or
circumstances, shall be unaffected.
Section 4. This Ordinance shall take full force and effect five (5) days after is
approval,passage and publication as required by law.
PASSED by the City Council of the City of Pasco, Washington, and approved as
provided by law this day of , 200
Joyce Olson
Mayor
ATTEST: APPROVED AS TO FORM:
Debbie Clark Leland B. Kerr
City Clerk City Attorney
AGENDA REPORT NO. 28
FOR: City Council November 6, 2007
TO: Gary Crutchfie nager
FROM: Robert J. Albe , Pu�eZorks Director Workshop Mtg.: 11/13/07
Regular Mtg.: 11/19/07
SUBJECT: Amendment No. 5 to Professional Services Agreement with CH2MHill
I. REFERENCE(S):
1. Vicinity Map
2. Amendment No. 5 to Professional Services Agreement
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
11/13/07: Discussion
11/19/07: MOTION: I move to approve Amendment No. 5 to the February 22, 2005
Professional Services Agreement with CH2MHill authorizing
additional professional engineering services not to exceed
$99,700 for the Court Street Widening Road 84 to Road 100
(Phase 2) Project, #07-3-01 and further, authorize the Mayor to
sign the agreement.
III. FISCAL IMPACT:
Arterial Street
Utility Fund
IV. HISTORY AND FACTS BRIEF:
A) The City's Capital Improvement Program (CIP) included the widening of Court
Street from Road 68 to Road 100 in two phases. The CIP also identifies the sewer
extension program which includes areas in the City west of Road 68.
V. DISCUSSION:
A) The first phase of widening Court Street from Road 68 to Road 84 was completed
in 2007. The second phase of widening Court Street from Road 84 to Road 100 is
scheduled to be constructed in 2008. The sewer extension program for 2008 will
include installing sewer pipelines in Court Street west of Road 84 as identified in
the sewer comprehensive plan. The proposed Amendment No. 5 is for the design
of both the sewer pipelines and the widening of Court Street.
B) The total fee for this work is based on a lump sum of$99,700.
Staff recommends approval of Amendment No. 5 to CH2MHill Professional
Services Agreement.
3(t)
COURT ROAD 84 to ' i ■ f 100
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AMENDMENT NUMBER 5 to
PROFESSIONAL SERVICES AGREEMENT
WHEREAS, the City and The CH2M Hill entered into a Professional Services
Agreement on February 22, 2005, with respect to on-going professional engineering services.
NOW, THEREFORE, this agreement is amended to allow The CH2M Hill to provide
additional utility design and engineering services as described on Exhibit A.
1. Scone of Work:
Tasks 1 —3 include preliminary and final design of Court Street widening and sewer
pipelines from Road 84 to Road 100.
2. Fee
The compensation for the work associated with Task 1 —3 is based on a LUMP SUM
amount of$99,700.
3. Time of performance:
The services shall be complete for the project on or before January 31, 2008.
DATED THIS DAY OF , 2007.
CITY OF PASCO: CONSULTANT--CH2M Hill:
Joyce Olson, Mayor Anthony Krutsch, Principle Project Manager
ATTEST: APPROVED AS TO FORM:
Debbie Clark, City Clerk Leland B. Kerr, City Attorney
CH2M Hill 1
Amendment No. 5
Professional Services Agreement—On-going Services
(EXHIBIT A)
CITY OF PASCO
Court Street Widening RD 68 to RD 100(Phase 2) Project
Scope of Services for Design Engineering
GENERAL:
Based on our understanding of the project, this Scope of Services presents the professional
engineering services requested by the City of Pasco (City) for engineering design for the
Court Street Widening RD 68 to RD 100 (Phase 2) Project, from the vicinity of Road 84 to the
vicinity of Road 100. The overall project length is approximately 1.2 miles. The overall length
of sewer line construction is approximately 3/4 mile. The City will fund the project entirely
with local funds, with no federal or state monies. A description of the project follows:
The Court Street Widening RD 68 to RD 100 (Phase 2) Project provides for the rehabilitation
and selected reconstruction of the existing roadway and construction of new 8-inch or
10-inch sewer extensions, to include excavation and pavement milling, crushed surfacing
base and top course, and asphalt concrete pavement; trench excavation, PVC sanitary sewer
pipe installation, and backfilling; limited cement concrete curbs, gutters, and sidewalks;
signing, striping, monuments, and landscape restoration; and related and ancillary items of
work.
This Scope of Services includes those tasks necessary for CH2M HILL, Inc. (Engineer) to
design the project and produce final bid documents for construction. More specifically, the
work includes the following:
Task 1: Preliminary Design Services
Preliminary Design Services will consist of the following:
• Obtain right-of-way maps of the project area from the City.
Obtain the topographic survey of the project area to identify existing limits of pavement,
utility locations, fencing, property lines, rights-of-way, topography, landscaping, and
other pertinent site features. Survey services will be performed by Permit Surveying, Inc.
and will be provided to the Engineer by the City.
• Obtain standard specifications, standard details, and drawing standards from the City
for use on this project.
• Meet with the City to establish final design criteria, preliminary drawings (base map),
schedule of completion of design drawings, and preliminary Engineer's opinion of
probable cost.
• Meet with the City for two (2) quality assurance meetings to review status of conceptual
design and preliminary design drawings and obtain input, review, and comments (30%
and 60% reviews). Incorporate the review comments as appropriate from these meetings
into the design drawings and specifications as necessary to complete the preliminary
design.
Task 2: Final Design Services
Final Design Services will consist of the following:
• Prepare bidding documents consisting of design drawings and project specifications.
Specifications will be prepared utilizing City standard specifications and details for
roadway and sanitary sewer pipeline construction.
• Update the Engineer's opinion of probable cost at the 90% completion level of the
bidding documents.
• Furnish three(3)copies of the 90% bidding documents to the City for review.
• Meet with City to review the 90% bidding documents and obtain input, review and
comments. Incorporate the review comments as appropriate from this meeting into the
final design drawings and specifications as necessary to complete the final design.
Task 3: Bid Document Services
Bid Document Services will consist of the following:
• Prepare bid documents, including final design drawings and specifications for the
project.
• Update the Engineer's opinion of probable cost at the 100% completion level of the
bidding documents.
• Furnish three (3) bound copies of the set of plans (11" x 17") and bound specifications
(81/2" x 11"), one (1) bid-ready unbound reproducible set of plans (11" x 17") and
unbound specifications (81/2" x 11"), and one (1) unbound reproducible set of full-sized
drawings (22" x 34").
• Furnish AutoCAD 2005 electronic files of the final drawings (22" x 34") and Microsoft
Word electronic files of the final specifications.
Based on our understanding of the project,the Engineer anticipates the following drawings
will be prepared in AutoCAD 2005 format:
Sheet_Description Estimated Sheets
Cover Sheet,Vicinity&Location Maps, Drawing Index 1
Abbreviations,Symbol Legend,&General Notes 1
Project Control Data/Alignment Data 1
Plan&Profile 8
Typical Roadway Sections 1
Roadway Cross Sections 5
Driveway&Street Intersection Cross Sections 2
Channelization Plan&Sign Schedule 4
TOTAL ESTIMATED NUMBER OF SHEETS: 23
The sheet count shown above is based upon a drawing scale of 1 inch = 30 feet on full-sized
(22" x 34") sheets and 1 inch = 60 feet on half-sized (11" x 17") sheets. Changes to the
drawing scale will affect the sheet count.
Task 4: Bidding and Construction Services
Bidding and Construction Services may be added to this Scope of Services by Amendment if
required by the City and upon mutual acceptance of the Scope of Services.
Schedule
The schedule for completion of the work associated with this Scope of Services (excluding
Task 4) is estimated to be complete by January 31, 2008,unless otherwise mutually agreed by
the City and the Engineer. This completion date assumes a Notice to Proceed will be issued
to the Engineer not latex than October 31,2007.
Budget and Terms
The compensation for the work associated with Task 1 through Task 3 of this Scope of
Services is based on a LUMP SUM amount of $99,700.00. All work will be conducted under
the terms and conditions of the Professional Services Agreement between the City of Pasco
and CH2M HILL signed February 22,2005.
Assumptions:
1. Engineer will reasonably rely upon the accuracy, timeliness, and completeness of the
information provided by the City, including but not limited to an accurate topographic
survey for the site.
2. Any agency or other regulatory submittals will be prepared and submitted by.the City.
The City will obtain, arrange, and pay for all advertisements for bids; permits and
licenses required by local, state, or federal authorities; and land, easements, rights-of-
way,and access necessary for Engineer's services or project construction.
3. Drawing scale will be 1 inch= 30 feet horizontal and 1 inch=3 feet at full-sized sheets.
4. Construction work will be bid using a single Contract Document package.
a) Document format will be City standard format including bidding requirements,
technical specifications, and drawings.
b) Drawings will be prepared using MicroStation CAD software, Final drawing files will
be provided to the City in AutoCAD format.
c) City will prepare the Bidding Documents utilizing the master Bidding Document
prepared by the Engineer. Specifications will be prepared at 81/2" x 11" size. Drawings
will be prepared at 11" x 17" size.
d) Review Documents will be provided to the City at the 30%, 60%, and 90%design
levels of completion. City review comments will be obtained and incorporated.
5. Bidding, recommendation of award,and award of contract will be provided by the City.
6. Any CH2M HILL services during bidding, award of contract, and construction will be
negotiated under a separate Scope of Services (see Task 4).
7. In providing opinions of cost, financial analyses, economic feasibility projections, and
schedules for the project, Engineer has no control over cost or price of labor and
materials; unknown or latent conditions of existing equipment or structures that may
affect operation or maintenance costs; competitive bidding procedures and market
conditions; time or quality of performance by operating personnel or third parties; and
other economic and operational factors that may materially affect the ultimate project
cost or schedule. Therefore, Engineer makes no warranty that the City's actual project
costs, financial aspects, economic feasibility, or schedules will not vary from Engineer's
opinions, analyses, projections, or estimates. If the City wishes greater assurance as to
any element of project cost, feasibility, or schedule, the City will employ an independent
cost estimator,contractor, or other appropriate advisor.
AGENDA REPORT NO. 29
FOR: City Council November 6, 2007
TO: Crary Crutchfi Manager
FROM: Robert J. A1berP�b is Works Director Workshop Mtg.: 11/13/07
`l. Regular Mtg.: 11/19/07
SUBJECT: Amendment No. 6 to Professional Services Agreement with CH2MHill
I. REFERENCE(S):
1. Vicinity Map
2. Amendment No. 6 to Professional Services Agreement
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
11/13/07: Discussion
11/19/07: MOTION: 1 move to approve Amendment No. ,6 to the February 22, 2005
Professional Services Agreement with CH2MHill authorizing
additional professional engineering services not to exceed
$176,900 for the 2008 WWTP Expansion (Solids Thickening
Facilities) Project, #08-1-02 and further, authorize the Mayor to
sign the agreement.
III. FISCAL IMPACT:
Sewer Utility
IV. HISTORY AND FACTS BRIEF:
A) The Capital Improvement Plan shows improvements and expansion at the
Wastewater Treatment Plant including the installation of a new bio-solids
thickening system.
V. DISCUSSION:
A) The expended growth in the City has required the need to process and store more
bio-solids. Currently, the solids are taken directly from the digesters to drying
beds. The drying beds require a sizeable amount of land and are very inefficient
during the winter months. A new mechanical thickening system will reduce the
amount of water in the bio-solids before being placed in the drying beds. This
will reduce the amount of drying beds needed today, shorten the drying time, and
make some of the existing drying beds available for future growth.
B) Proposed Amendment No. 6 is for the design of the system. Attachment A to the
amendment also includes services during construction which is not part of the
amendment. The need for construction services would be determined after a bid
is awarded for the system.
C) The total fee for this work is based on a lump sum of$176,900.
Staff recommends approval of Amendment No. 6 to CH2MHill Professional
Services Agreement.
3(g)
WASTE WATER TREATMENT PLANT
EXPANSION
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AMENDMENT NUMBER 6 to
PROFESSIONAL SERVICES AGREEMENT
WHEREAS, the City and The CH2M Hill entered into a Professional Services Agreement
on February 22, 2005,with respect to on-going professional engineering services.
NOW, THEREFORE, this agreement is amended to allow The CH2M Hill to provide
additional professional engineering services as described on Attachment A and B.
1. Scope of Work:
Scope of services includes design of the Solids Thickening Facilities at the Wastewater
Treatment Plant. Services include only Tasks 1-6.
• Task 1: Project Management
• Task 2: Update Technical Memorandum
• Task 3: Design Development
• Task 4: Contract Documents
• Task 5: Bid Ready Contract Documents
• Task 6: Support Bid and Award
2. Fee:
The compensation for the work associated with Task 1 —6 is based on a LUMP SUM
amount of$176,900.
3. Time of performance:
The services shall be complete for the project on or before March 1, 2008.
DATED THIS DAY OF , 2007.
CITY OF PASCO: CONSULTANT—C112M Hill:
Joyce Olson, Mayor Anthony Krutsch, Principle Project Manager
ATTEST: APPROVED AS TO FORM:
Debbie Clark, City Clerk Leland B. Kerr, City Attorney
CH2M Hill 1
Amendment No, 6
Professional Services Agreement—On-going Services
ATTACHMENT A
CITY OF PASCO
SCOPE OF SERVICES
SOLIDS THICKENING FACILITIES
Introduction
The City of Pasco has utilized drying beds for dewatering anaerobically digested biosolids
since the last upgrade of the WWTP in the late 1990'x. The drying beds are near capacity
during the winter and spring period when evaporation from the solids beds is minimal, By
thickening the digested solids to a 5% or greater concentration, the drying bed capacity can
be increased to meet the current and future needs of the City.
The opinion of probable cost for the Solids Thickening Facilities Project as set forth herein,
as based on the 2005 Thickening of Digested Solids Technical Memorandum, is $1,800,000.
The City of Pasco will contract directly with a local surveyor to prepare a Topographic
Survey/Location Survey of the Solids Thickening Facilities Project site, and with S&B,Inc.
to prepare instrumentation and control plans and specifications for the Solids Thickening
Facilities Project.
Unless otherwise agreed to in the Scope of Services,the City will obtain,arrange, and pay
for all advertisements for bids;permits and licenses required by local, state,or federal
authorities; and land, easements, rights-of-way,and access necessary for CH2M HILL 's
services or project construction.
Scope of Services
The following identifies the anticipated improvements to be included in the Solids
Thickening Facilities Project.
• Update the Solids Thickening Technical Memorandum prepared in September 2005 to
discuss the thickening options available for processing up to 20,000 gpd of digested
solids,including an update of anticipated costs.
• Thickening Building: masonry block building with precast concrete roof, solids
thickener, polymer feed system, pumping equipment,HVAC,and appurtenances.
• Electrical and I&C: connect new facilities to existing facilities.
• Miscellaneous: site civil and mechanical,
The following identifies specific tasks to be provided by CH2M HILL for the project.
Task 1 -Project Management
Provide overall project management including:
• Client Design Review Meetings
Project Administration
• Quality Control/Quality Assurance
• Coordination with City Surveying and I&C
Task 2-Update Technical Memorandum
Update the September 2005 Technical Memorandum to include the following:
• Review options for thickening of anaerobically digested solids including technical data
for each option(rotary drum, screw thickener, disk thickener, gravity belt).
Provide preliminary equipment layout plan and ancillary systems (polymer,pumping,
HVAC, electrical).
• Update opinion of probable costs.
0 Review meeting with City staff.
In providing opinions of cost, financial analyses,economic feasibility projections,and
schedules for the project,CH2M HILL has no control over cost or price of labor and
materials;unknown or latent conditions of existing equipment or structures that may affect
operation or maintenance costs; competitive bidding procedures and market conditions;
time or quality of performance by operating personnel or third parties; and other economic
and operational factors that may materially affect the ultimate project cost or schedule.
Therefore,CH2M HILL makes no warranty that the City's actual project costs,financial
aspects,economic feasibility, or schedules will not vary from CH2M HILL's opinions,
analyses,projections, or estimates. If the City wishes greater assurance as to any element of
project cost,feasibility, or schedule,the City will employ an independent cost estimator,
contractor,or other appropriate advisor.
Task 3-Design Development (60%,)
Production of design drawings and specifications utilizing AutoCAD format, and
CH2M HILL standard specifications. Anticipated Design drawing list includes:
• Cover/Location/Vicinity
• Abbreviations,Index and General Notes
• Site/Civil/Legend
• Site Civil Plan
• Site/Grading Plan
• Yard Piping Plan
• Site Details
• Architectural Legend
• Floor Plan
• Elevations
• Sections
+ Details and Schedules
• Life Safety Plan&Details
• General Structural Notes,Legend,and Abbreviations
• Foundation/Floor Plan
• Sections
• Sections
• Structural Details
• Structural Details
• Mechanical Legend
• Mechanical Schedules
• Equipment Plan
• Equipment Sections
• Equipment Sections
• Polymer System and Details
• HVAC Plan
• HVAC Sections and Details
• Plumbing Plan and Details
• Electrical Legend
• Electrical One-Line
• Power Plan
• MCC Panel
• Control Diagrams
• Luminare Schedule
• Panelboard Schedule
• Electrical Details
• I&C Legend (S&B)
• Local Control Panel (S&B)
• Master Control Panel Modifications (S&B)
• Block Diagram (S&B)
• Block Diagram (S&B)
• Block Diagram (S&B)
• Block Diagram (S&B)
• SCADA Block Diagram (S&B)
Submittal; Three hard copies of half-size drawings (11X17), draft specifications,and
opinion of probable costs.
Task 4- Contract Documents (90%)
The Design Development documents and comments received will be incorporated into
Contract Documents necessary to bid and construct the project. Contract Documents will be
available for final review by the City and Washington Department of Ecology.
Submittal: Five hard copies of half-size drawings (11X17), specifications,and updated
opinion of probable costs.
Task 5- Bid Ready Contract Documents
Bid Ready Contract Documents will incorporate City and Washington Department of
Ecology review comments.
Submittal: Five hard copies of bound half-size drawings, and one unbound reproducible
set of half-size drawings (11X17). Five hard copies of bound technical specifications and
bidding documents,and one unbound reproducible set of technical specifications and
bidding documents.
Task 6 -- Support Bid and Award
Provide assistance during bidding,including:
• Provide technical assistance when needed to interpret contract documents.
• Submit technical addenda if needed.
• Attend and conduct pre-bid conference,including project site tours,for interested
parties during the bidding period.
• Attend bid opening and assist the Owner with opening of bids.
• Assess contract bids for performance capabilities in accordance with the contract
documents.
• Prepare a summary of the bids received.
Task 7- Services During Construction
It is anticipated that the construction of the Solids Thickening Facilities Project will be
completed over a 10 month period. Services During Construction are based upon the
understanding that the Owner will contract directly with the contractor;Owner will be
actively involved in the construction process to make decisions, provide approvals,and
perform other actions necessary for the completion of the construction contracts and that the
contractor selected will be qualified to perform the work within the time period set forth in
the Contract Documents,and at the amount offered by the contractor in the Bid.
Engineer will provide Service During Construction(SDC) as defined herein. These SDC are
intended to assist the Owner to administer the contract for construction,monitor the
performance of the construction Contractor to determine that the Contractor's work is in
substantial compliance with the Contract Documents, and assist the Owner in responding to
events that occur during the construction.
The presence or duties of Engineer's personnel at a construction site,whether as periodic
visitors, onsite representatives,or otherwise, do not make Engineer or Engineer's personnel
in any way responsible for those duties that belong to the Owner and/or the Construction
Contractor or other entities, and do not relieve the Construction Contractor or any other
entity of their obligations, duties, and responsibilities, including,but not limited to,all
construction methods,means, techniques,sequences,and procedures necessary for
coordinating and completing all portions of the construction work in accordance with the
construction Contract Documents and any health or safety precautions required by such
construction work.
Engineer and Engineer's personnel have no authority to exercise any control over any
Construction Contractor or another entity or their employees in connection with their work
or any health or safety precautions and have no duty for inspecting,noting,observing,
correcting, or reporting on health or safety deficiencies of the Construction Contractor or
other entity or any other persons at the site except Engineer's own personnel.
The presence of Engineer's personnel at a construction site is for the purpose of providing to
Owner a greater degree of confidence that the completed work will conform generally to the
Contract Document and that the integrity of the design concept as reflected in the Contract
Documents has been implemented and preserved by the Construction Contractor. Engineer
neither guarantees the performance of the Construction Contractor,nor assumes
responsibility for Construction Contractor's failure to perform work in accordance with the
Contract Documents.
Construction Administration
• Attend and conduct preconstruction conferences with the Owner's representatives,
contractor, subcontractor, supplies, interested agencies,utility companies,etc.
• Review project submittals to confirm designer's intent and project requirements,
including:
Submittals critical to the project
Submittals that do not identify specific product types or model numbers
Components requiring special fabrication or specialized design requirements
Submittals of specialized tests
Submittals confirming system performance and the designer's intent
Submittals for structural,mechanical, electrical, I&C systems, and specialized
equipment
• Provide monthly construction observation services. Document performance and
compliance with the contractual requirements. Produce written and photographic
records of the construction work. Prepare daily progress reports of the project work.
• Respond to contractor"request for information and clarification' to interpret design
questions and/or requirements. Prepare design clarification responses and field
directives for all design topics as required.
• Provide technical information for inclusion in change orders or requests for quotes.
• Review change order proposals. Assist in negotiating contractor costs.
• Attend at least two meetings a month with the City and contractor during construction
to discuss progress of construction. Attend onsite meetings for establishing a punch list,
and performing the final inspection.
• Review acceptance sampling and testing for construction materials.
• Review and make recommendations regarding progress pay estimates for the
construction contractor(s).
Startup
• Provide up to 40 hours onsite startup assistance.
• Update the existing O&M manual to incorporate specific product information supplied
by the contractor during construction. The manual will be provided in a bound hard
copy and electronic format.
Record Drawings
• Prepare project record drawings from marked-up plans furnished by the construction
contractor and Owner's on-site construction observer. These record drawings will be
prepared by modifying the design drawings to reflect field changes made during
construction and by adding features discovered during construction. Engineer will not
be responsible for representing field changes or other as-constructed information that
was not properly recorded by the contractor and/or Owner's on-site construction
observer.
• Furnish to the Owner two sets of paper print record drawings (11 X 17), and one
electronic CADD file.
Task 8-- On-site Services (Optional Task)
If authorized by the City,Engineer will provide an on-site representative during
construction. The services provided by the on-site representative are defined herein.
On-site Review of Work: Engineer will conduct periodic on-site observations of the
Contractor's work for the purposes of determining if the work generally conforms to the
contract for construction and that the integrity of the design concept as reflected in the
contract for construction has been implemented and preserved by the Contractor. The
overall anticipated level of effort is expected to average 40 hours per week for the duration
of the construction work(12 months).
Engineer's on-site observer will arrange for weekly photographs of the work in progress by
the Contractor,which will be made available to the Owner.
Engineer's observations of the work is not an exhaustive observation or inspection of all
work performed by the Contractor. Engineer does not guarantee the performance of the
Contractor. Engineer's observations shall not relieve the Contractor from responsibility for
performing the work in accordance with the contract for construction, and Engineer shall
not assume liability in respect for the construction of the project. Engineer shall,with the
assistance of the Owner,obtain written plans from the Contractor for quality control of its
work, and will monitor the Contractor's compliance with its plan.
Reporting: Engineer will keep the Owner advised of the.progress of the construction. This
includes submitting daily construction reports to the Owner and holding weekly
construction meetings and consultations with the Owner and Contractor.
Deficient and Non-conforming Work: Should Engineer discover or believe that any work
by the Contractor is not in accordance with the contract for construction, or is otherwise
defective, or not conforming to requirements of the contract or applicable rules and
regulations,Engineer will bring this to the attention of the Contractor and the Owner.
Engineer will thereupon monitor the Contractor's corrective actions and shall advise the
Owner as to the acceptability of the corrective actions.
Independent Testing,Inspection and Survey Services: The City will employ,or cause the
Contractor to employ,independent firms for the material testing,ICBO specialty inspection
(required by Code Enforcement), survey,or other services related to verifying the quality of
the Contractor's work. Engineer will assist in coordinating testing,inspection and survey
services. Engineer will review the reports and other information prepared by the
independent firms. Engineer will assist in coordinating their schedules and the transmittal
of their reports,findings or other information to the Contractor and/or the Owner.
Task 9 - Additional Services (Optional Task)
The City of Pasco may desire to have Engineer perform work or render services within the
general scope of this Agreement. Such work or services shall be considered as Additional
Services and will be specified in a written supplement to this Agreement which will set
forth the nature of the scope, schedule for additional work or services,and the method of
payment. Work or services shall not proceed until authorized in writing by the Public
Works Director for the City of Pasco.
ATTACHMENT B
CITY OF PASCO
CH2M HILL FEE FOR SERVICE
SOLIDS THICKENING FACILITIES
Based on the"Scope of Services",Attachment A,for the Solids Thickening Facilities Project,
CH2M HILL has prepared the following Proposal:
Design Phase
Task 1 through Task 5 $168,700
(lump sum)
Bidding Phase
Task 6* $ 8,200
(lump sum)
Construction Phase
Task 7** $ 82,700
(per diem***)
On-Site Services (Optional Task)
Task 8 (To be determined)
(per diem***)
Additional Services(Optional Task)
Task 9 (Budget) (per diem***) 20,000
TOTAL SERVICES THIS AGREEMENT $279,600
* Document printing at cost plus 5 percent is in addition to Lump sum
** Estimated cost based on qualified contractor and maximum 10 month construction
period.
*** For CH2M HILL staff that perform per diem services on this project,the Hourly Rate
for these staff shall be calculated based on a raw salary multiplier of 3.10. Further,
the Hourly Rates are subject to annual adjustment based on any cost of living
increase with the adjusted hourly rate based on a raw salary multiplier of 3.10.
NOTE: City of Pasco will contract directly with S&B, Inc. for I&C services to be provided on
this project, and will also contract directly with a local surveyor, or perform the work
with City staff, for Topographic Survey/Location Survey for the Solids Thickening
Facilities Pr2ject.
AGENDA REPORT
FOR: City Council DATE: November 8, 2007
WORKSHOP: November 13, 2007
TO: Gary Crutchfi Manager
Stan Strebel, A is ative & Community Services Director
FROM: Jim hl , inance Manager
SUBJECT: STORMWATER UTILITY RATE INCREASE.
I. REFERENCE(S):
Ordinance to increase the Stormwater Utility Charges
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
11/13/2007 Discussion
11/19/2007 MOTION: I move to adopt Ordinance No. providing for rate
increases in the Stormwater Utility and amending section 3.07.190 of the
Pasco Municipal Code and to authorize publication by summary only.
III. FISCAL IMPACT:
See DISCUSSION.
IV. HISTORY AND BRIEF FACTS:
The City contracted with HDR Engineering, Inc. (HDR) to perform a comprehensive
utility rate study early in 2007. The study included the water, sewer, stormwater and
irrigation utilities. The study indicated a need for a rate increase in the stormwater utility
while the other utility rates are adequate to cover anticipated expenses. HDR made a
presentation to Council on July 23, 2007 which provided several options for a stormwater
rate increase.
As of the end of 2006, the stormwater utility had a deficit cash balance of$229,459.
Including$330,000 in capital improvements budgeted in 2007, the negative cash balance
will be approximately$650,000 by the end of the year.
The present stormwater utility rate is $1.80 per month and the resulting revenues have not
been sufficient to covering operating costs and capital improvements. If the rate is left
unchanged, and$155,000 in capital improvements in the proposed budget, the negative
balance will grow by an additional $275,000 in 2008.
The major component of the stormwater utility program is keeping the streets and gutters
free of debris to allow rainwater easy access into the drainage system. The street
sweepers are utilized during slack traffic times to accomplish this task.
V. DISCUSSION:
HDR provided three options for increasing the stormwater utility rates.
1) Increase the monthly residential rate from$1.80 to $3.50 in 2008.
2) Increase the monthly residential rate to $3.60 over the next three years, or
3) Increasing the monthly residential rate to $2.90 in 2008 and review the resulting
revenues and increase rates accordingly in a few years.
The commercial rate,based on parking spaces and acreage,would also increase by the
same percentage,based upon the option used, as would the rate for multi-family units.
3(h)
The recently approved six year Capital Improvement Plan calls for spending$155,000
per year for capital improvements. $55,000 slated to be spent for ongoing repairs and
extensions to the system while $100,000 would be spent on anticipated new state
regulations (having to begin retrofitting dry wells in close proximity of groundwater).
Choosing option 1 (a monthly residential rate of$3.50) and spending$155,000 per year
for capital improvements would result in a positive cash balance by the middle of 2014.
Choosing option 2 (a monthly rate of$3.60) and spending $155,000 per year for capital
improvements would result in a positive cash balance during the first quarter of 2013.
The ten cent increase from the rate suggested in Option 1,would bring approximately
$20,000 in additional revenues to the utility each year.
Choosing option 3 (a monthly rate of$2.90) and spending$155,000 in capital costs each
year would result in the utility cash balance continuing to decline. By the end of 2010,
the deficit balance would be approximately$770,000. A monthly utility rate of at least
$3.05 in 2008 would be needed to avoid further declines in cash reserves.
VI. OTHER COMMENTS:
Staff recommends selecting Option 1 for several reasons.
1) If anticipated state requirements are delayed, then spending less than $155,000 in
capital improvements would improve the cash balance at a faster pace.
2) If those capital improvements are needed,the cash balance would still improve by
approximately$100,000 per year, and as mentioned previously,would mean a
positive cash balance in 2014.
3) After anticipated state requirements are met, and the cash balance is at a desired
level, the utility rates could be reviewed.
The following are some cities in close proximity to Pasco that charge a monthly fee for
their stormwater utilities and their 2007 monthly single family residential rate:
Richland $2.85
Walla Walla $3.18
Wenatchee $3.82
ORDINANCE NO.
AN ORDINANCE AUTHORIZING AN INCREASE IN THE MONTHLY
STORMWATER UTILTY FEES AND AMENDING CHAPTER 3.07.190 OF
THE PASCO MUNICIPAL CODE ENTITLED "STORMWATER UTILITY".
WHEREAS,the monthly fees for the Stormwater Management Utility were originally set
by Ordinance No. 3386 in 1999; and
WHEREAS, the growth in number of customers has increased in per portion to the growth
in the other utilities of the City; and
WHEREAS, even with the growth in the number of customers, the present utility rate has
not been sufficient to cover the operating costs and capital project costs for the past several
years; and
WHEREAS, the City Council finds, after review of a cost of service study completed by
HDR Engineering, and further analysis by city staff, that the monthly Stormwater Utility Fees for
single-family residential customers need to be increased from $1.80 to $3.50(an increase of
94.44%) and all other rates of the Stormwater Management Utility be increased by the same
percentage;
NOW,THEREFORE,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DO HEREBY
ORDAIN AS FOLLOWS:
Section 1. Effective January 1, 2008, the monthly charges of the Stormwater
Management Utility shall be increased for all classes of customers.
Section 2. Section 3.07.190 entitled "Stormwater Utility" of the Pasco Municipal Code
shall be and hereby is amended and shall read as follows:
3.07.190 STORMWATER UTILITY:
Monthly Charges
A) Residential Fee/Charges Reference
1) Single-Family Residential $3.50 $1.80 13.60.070
2) Multi-Family Residential (per unit) $1.75 $0.90 13.60.070
3) Apartments (per unit) $1.75 $0.90 13.60.070
4) Undeveloped parcel $0.00 13.60.070
5) Vacant building $3.50 $1.80 13.60.070
B) Industrial/Commercial: Fee/Charge Reference
1) Parking for 0 to 5 vehicles $3.50 $1.89 13.60.070
2) Parking for 6 to 10 vehicles $8.94 $1.60 13.60.070
3) Parking for 11 to 15 vehicles $14.00 $7.20 13.60.070
4) Parking for 16 plus vehicles $17.50 $9.00 13.60.070
5) Additional Charges - property $77.78 $40.00 13.60.070
runoff to City system ($1.75 $0.90 Min)
per acre
6) State highway right-of-way $19.44 $ 0.09 13.60.070
(WSDOT) ($0.58 $0.30 Min) per acre
(Ord. 3610, 2003; Ord. 3543, 2002; Ord. 3386, 1999).
Section 3. This Ordinance shall take full force and effect on January 1, 2008, after its
approval,passage and publication as required by law.
PASSED by the City Council of the City of Pasco, Washington and approved as
provided by law this 19th day of November, 2007.
Joyce Olson
Mayor
ATTEST: APPROVED AS TO FORM:
Debra Clark Leland B. Kerr
City Clerk City Attorney