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HomeMy WebLinkAbout2007.11.19 Council Meeting Packet AGENDA PASCO CITY COUNCIL Regular Meeting 7:00 p.m. November 19, 2007 1. CALL TO ORDER 2. ROLL CALL: (a) Pledge of Allegiance. 3. CONSENT AGENDA: All items listed under the Consent Agenda are considered to be routine by the City Council and will be enacted by roll call vote as one motion (in the form listed below). There will be no separate discussion of these items. If further discussion is desired by Councilmembers or the public, the item may be removed from the Consent Agenda to the Regular Agenda and considered separately. (a) Approval of Minutes: 1. Minutes of the Pasco City Council Meeting dated November 5, 2007. (b) Bills and Communications: (A detailed listing of claims is available for review in the Finance Manager's office.) 1. To approve General Claims in the amount of$717,702.04($116,742.90 in the form of Wire Transfer Nos. 4841 and 4845 and $600,959.14 consisting of Claim Warrants numbered 163042 through 163255). 2. To approve bad debt write-offs for utility billing, ambulance, cemetery, general accounts, and Municipal Court non-criminal, criminal and parking accounts receivable in the total amount of $228,085.21 and, of that amount, authorize $175,887.84 be turned over for collection. (c) 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. 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 No. 07-3-01 and, further, authorize the Mayor to sign the agreement. (d) 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. 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 No. 08-1-02 and, further, authorize the Mayor to sign the agreement. (e) 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 packets only; copy available in City Manager's office for public review). To approve the 2008 operating budget for the Tourism Promotion Area in the total amount of $810,000. *(f) Final Plat—Linda Loviisa,Phase 1 (Aho Construction) (MF#FP07-007): 1. Agenda Report from David I. McDonald, City Planner dated November 15,2007. 2. Copy of Final Plat(Council packets only; copy available in Planning Office or Pasco Library for public review). 3. Vicinity Map. To approve the final plat for Linda Loviisa,Phase 1. *(g) Resolution No. 3051, a Resolution accepting work performed by Booth & Sons Construction, Inc.,under contract for the Office&Locker Room Expansion,Phase 11,Project No. 07-1-02. 1. Agenda Report from Jess Greenough,Field Division Manager dated November 14,2007. 2. Resolution. To approve Resolution No. 3051, accepting the work performed by Booth & Sons Construction, Inc.,under contract for the Office&Locker Room Expansion, Phase II,Project No. 07-1-02. (RC) MOTION: I move to approve the Consent Agenda as read. Regular Meeting 2 November 19,2007 4. PROCLAMATIONS AND ACKNOWLEDGMENTS: (a) (b) (c) 5. VISITORS- OTHER THAN AGENDA ITEMS: (a) (b) (c) 6. REPORTS FROM COMMITTEES AND/OR OFFICERS: (a) Verbal Reports from Councilmembers (b) Financial Services Manager: General Fund Operating Statement through October 31, 2007. (c) 7. PUBLIC HEARINGS AND COUNCIL ACTION ON ORDINANCES AND RESOLUTIONS RELATING THERETO: (None) 8. ORDINANCES AND RESOLUTIONS NOT RELATING TO PUBLIC HEARINGS: (a) 2008 Property Tax Levy: 1. Agenda Report from Jim Chase,Finance Manager dated October 31,2007. 2. Tax Levy Rate History Chart. 3. Assessed Value History Chart. 4. Summary of Options. 5. Copy of Ordinance for the 2008 Ad Valorem Tax. 6. Copy of Ordinance Preserving Property Tax Levy Capacity. Ordinance No. , an Ordinance providing for the 2008 Ad Valorem Tax Levy, a levy for the 1999 Unlimited Tax General Obligation Bonds and a levy for the 2002 Unlimited General Obligation Refunding Bonds in the City of Pasco in accordance with state law. MOTION: I move to adopt Ordinance No. , providing for the 2008 Ad Valorem Tax Levy, a levy for the 1999 Unlimited Tax General Obligation Bonds and the 2002 Unlimited Tax General Obligation Refunding Bonds. -AND- Ordinance No. , an Ordinance preserving property tax levy capacity in the City of Pasco, Was for fiscal years after 2008 in accordance with state law. MOTION: I move to adopt Ordinance No. , preserving property tax levy capacity for fiscal years after 2008 in accordance with state law. (b) Ordinance No. , an Ordinance changing the name of a portion of East Lewis Street. 1. Agenda Report from David I. McDonald,City Planner dated November 8,2007. 2. Proposed Ordinance and Vicinity Map. MOTION: I move to adopt Ordinance No. , changing the name of a portion of East Lewis Street to Heritage Boulevard and, further, authorize publication by summary only. (c) Ordinance No. , an Ordinance of the City of Pasco, Washington, creating Chapter 14.11 entitled"Small Works Roster." 1. Agenda Report from Robert J. Alberts,Public Works Director dated November 8,2007. 2. Ordinance. MOTION: I move to adopt Ordinance No. , creating Section 14.11, Small Works Roster and, further, authorize publication by summary only. 9. UNFINISHED BUSINESS: (None) 10. NEW BUSINESS: (None) 11. MISCELLANEOUS DISCUSSION: (a) (b) (c) Regular Meeting 3 November 19,2007 12. EXECUTIVE SESSION: (a) (b) (c) 13. ADJOURNMENT. (RC) Roll Call Vote Required * Item not previously discussed MF# "Master File#...... Q Quasi-Judicial Matter REMINDERS: 1. 6:00 p.m., Monday, November 19, City Hall Conference Room #1 — LEOFF Disability Board Meeting. (MAYOR JOYCE OLSON and CO'UNCILMEMBER MATT WATKINS) 2. 5.00 p.m., Tuesday,November 20, TRAC Facility—TRAC Advisory Board Meeting. (MAYOR JOYCE OLSON and COUNCILMEMBER REBECCA FRANCIK) City Hall will be closed Thursday,November 22 and Friday, November 23 for the Thanksgiving Holiday. MINUTES REGULAR MEETING PASCO CITY COUNCIL NOVEMBER 5, 2007 CALL TO ORDER: The meeting was called to order at 7:00 p.m. by Joyce Olson, Mayor. ROLL CALL: Councilmembers present: Michael Garrison,Robert Hoffmann, Joe Jackson, Tom Larsen, Joyce Olson, and Matt Watkins. Excused: Rebecca Francik. Staff present: Gary Crutchfield, City Manager; Leland B. Kerr, City Attorney; Bob Alberts, Public Works Director; David McDonald, City Planner; Michael McShane, City Engineer; Denis Austin, Police Chief; Greg Garcia, Fire Chief and Jim Chase, Financial Services Manager. The meeting was opened with the Pledge of Allegiance. CONSENT AGENDA: (a) Approval of Minutes: Minutes of the Pasco City Council Meeting dated October 15, 2007. Minutes of the Special Pasco City Council Meeting dated October 29, 2007. (b) Bills and Communications: To approve General Claims in the amount of$1,850,366.56 ($249,956.84 in the form of Wire Transfer Nos. 4822, 4828 and 4833 and $1,600,409.72 consisting of Claim Warrants numbered 162764 through 163041). To approve Payroll Claims in the amount of$1,582,649.26, Voucher Nos. 37127 through 37245; and EFT Deposit Nos. 30019439 through 30019915. (c) Final Plat—Northwest Commons, Phase 2 (EE Properties LLC) (MF#FP07- 006): To approve the final plat for Northwest Commons, Phase 2. (d) Resolution No. 3046, a Resolution accepting work performed by Sharpe & Preszler, Inc., under contract for the Road 34 to "A" Street Water Line, Project No. 05-2-03. To approve Resolution No. 3046, accepting the work performed by Sharpe& Preszler, Inc., under contract for the Road 34 to "A" Street Water Line,Project No. 05-2-03. (e) Resolution No.3047, a Resolution accepting work performed by Shoemaker Excavation, Inc., under contract for the 2007 West Pasco Sewer Extension (Ella & Road 36), Project No. 07-1-01. To approve Resolution No. 3047, accepting the work performed by Shoemaker Excavation, Inc.,under contract for the 2007 West Pasco Sewer Extension (Ella and Road 36), Project No. 07-1-01. (f) Resolution No. 3048, a Resolution accepting work performed by Goodman & Mehlenbacher Ent. Inc., under contract for the Livingston and Road 48 Water Main Extension,Project No.06-2-04. To approve Resolution No. 3048 accepting the work performed by Goodman& Mehlenbacher Ent. Inc., under contract for the Livingston & Road 48 Water Main Extension, Project No. 06-2-04. (g) Resolution No. 3049, a Resolution accepting work performed by Transtate Paving Company under contract for the Road 68 Widening West Side Phase 1, Project No. 06-3-05. 1 3(a).1 MINUTES REGULAR MEETING PASCO CITY COUNCIL NOVEMBER 5, 2007 To approve Resolution No. 3049, accepting the work performed by Transtate Paving Company, under contract for the Road 68 Widening West Side Phase I, Project No. 06-3- 05. MOTION: Mr. Watkins moved to approve the Consent Agenda as read. Mr. Jackson seconded. Motion carried by unanimous Roll Call vote. VISITORS - OTHER THAN AGENDA ITEMS: Mayor Olson recognized two Tri Cities Prep students in the audience. REPORTS FROM COMMITTEES AND/OR OFFICERS: Mr. Garrison attended the Hanford Communities Governing Board meeting, the Tri- Cities Visitor&Convention Bureau Board meeting and the TRIDEC Board of Directors meeting. Mr. Watkins reported on his visit to the city's new CyberStop computer center in East Pasco. Mr. Larsen attended the Emergency Medical Services Board meeting. Mayor Olson attended the Community Action Committee Board meeting, a "Results Oriented Management Accountability"workshop as a CAC representative and attended, with Mr. Garrison, the TRIDEC Awards luncheon. She also attended Columbia Basin College's Institute for Professional Development. PUBLIC HEARINGS AND COUNCIL ACTION ON ORDINANCES AND RESOLUTIONS RELATING THERETO: Street Vacation: A Portion of Brown Street and 28th Avenue (MF#VAC-07-007): Mr. McDonald explained the details of the proposed vacation. MAYOR OLSON DECLARED THE PUBLIC HEARING OPEN TO CONSIDER THE VACATION. Mr. Jan Tidrick, 1704 W. Octave, owns property on Brown St. and is in favor of the revision. FOLLOWING THREE CALLS FOR COMMENTS,EITHER FOR OR AGAINST,MAYOR OLSON DECLARED THE PUBLIC HEARING CLOSED. Ordinance No. 3840, an Ordinance vacating a portion of the intersection of West Brown Street and Road 28/28th Avenue. MOTION: Mr. Watkins moved to adopt Ordinance No.3840, vacating portions of Brown Street and 28th Avenue and, further, authorize publication by summary only. Mr. Jackson seconded. Motion carried unanimously. 2008 Property Tax Levy: Mr. Chase explained the options for the 2008 Property Tax Levy. MAYOR OLSON DECLARED THE PUBLIC HEARING OPEN TO CONSIDER THE PROPERTY TAX LEVY. FOLLOWING THREE CALLS FOR COMMENTS, EITHER FOR OR AGAINST,AND THERE BEING NONE,MAYOR OLSON DECLARED THE PUBLIC HEARING CLOSED. No action was taken. Council will set the levy on November 19. 2 MINUTES REGULAR MEETING PASCO CITY COUNCIL NOVEMBER 5, 2007 ORDINANCES AND RESOLUTIONS NOT RELATING TO PUBLIC HEARINGS: Resolution No. 3050, a Resolution waiving competitive bidding requirements for the purchase of a replacement membrane for the existing 42-foot diameter Dystor manufactured by Siemens Water Technologies and, authorizing its purchase. MOTION: Mr. Watkins moved to approve Resolution No. 3050, waiving competitive bidding requirements for the purchase of a replacement membrane for the existing 42- foot diameter Dystor manufactured by Siemens Water Technologies and, authorizing its purchase. Mr. Jackson seconded. Motion carried unanimously. UNFINISHED BUSINESS: Parking Ordinance Revision: Ordinance No.3839, an Ordinance prohibiting parking on various streets, and amending Section 10.56.080 of the Pasco Municipal Code. MOTION: Mr. Watkins moved to adopt Ordinance No. 3839, adding parking restrictions on certain streets and, further, authorize publication by summary only. Mr. Jackson seconded. Motion carried unanimously. NEW BUSINESS: Special Permit: School Master Plan (Tri-Cities Prep) (9612 St. Thomas Drive) (MF# SP07-011): MOTION: Mr. Watkins moved to approve the special permit for the Tri-Cities Prep Master Plan as recommended by the Planning Commission. Mr. Jackson seconded. Motion carried unanimously. Award Road 68 Reservoir Site Improvements (Landscaping) Project No. 07-2-06: MOTION: Mr. Watkins moved to award the low bid for Road 68 Reservoir Site Improvements (Landscaping)Project No. 07 72-06 to J&B Asphalt in the amount of $212,162.00 plus applicable sales tax and, further, authorize the Mayor to sign the contract documents. Mr. Jackson seconded. Motion carried by unanimous Roll Call vote. Award Sewer ULID #143 Project No. 06-1-08: MOTION: Mr. Watkins moved to award the low bid for the Sewer ULID#143 Project No. 06-1-08 to Watts Construction, Inc., in the amount of$2,040,668.50 plus applicable sales tax and, further, authorize the Mayor to sign the contract documents. Mr. Jackson seconded. Motion carried by unanimous Roll Call vote. MISCELLANEOUS DISCUSSION: Mayor Olson recognized Rick Miller, Franklin County Commissioner, in the audience. Mr. Hoffmann inquired about the recent Council Chamber audio system upgrade. ADJOURNMENT: There being no further business, the meeting was adjourned at 8:10 p.m. APPROVED: ATTEST: Joyce Olson, Mayor Sandy Kenworthy, Deputy City Clerk PASSED and APPROVED this 19th day of November, 2007. 3 CITY OF PASCO Council Meeting of: . November 19, 2007 Accounts Payable Approved The City Council City of Pasco, Franklin County,Washington We,thLainthe or certify under penalty of perjury that the materials have been furnished,the serviceabor p rformed as described herein and that the claim is a just, due and unpaid obligatiand t we are authorized to authent icate and c F1' said claim Gary/ukdWd T Man r James W. Ch , Finance Manager We,the undersigned City Councilmembers of the City Council of the City of Pasco, Franklin County,Washington, do hereby certify that the merchandise or services hereinafter specified have been received;that Wire Transfer No.s 4841 and 4845 in the amount of$116,742.90, have been authorized;that Check No.s 163042 through 163255 are approved for payment in the amount of$600,959.14,for a combined total of$717,702.04 on this 19th day of November,2007. Councilmember Councilmember SUMMARY OF CLAIMSIWIRE TRANSFERS BY FUND: GENERAL FUND: Legislative 66.71 Judicial 13,547.25 Executive 8,095.33 Police 22,571.07 Fire 10,552.03 Administration &Community Services 58,842.51 Community Development 7,048.60 Engineering 179.80 Non-Departmental 48,939.97 Library 3,075.05 TOTAL GENERAL FUND: 172,918.32 STREET 30,841.50 C. D. BLOCK GRANT 8,061.10 KING COMMUNITY CENTER 3,047.00 AMBULANCE SERVICE 5,997.70 CEMETERY 2,043.07 ATHLETIC PROGRAMS 91.08 SENIOR CENTER 7,350.02 MULTI MODAL FACILITY 2,990.98 RIVERSHORE TRAIL& MARINA MAIN 334.34 LITTER CONTROL 0.00 REVOLVING ABATEMENT 1,862.95 PARKS FUND 0.00 TRAC DEVELOPMENT 86,146.04 STADIUM/CONVENTION CENTER 232.58 SUN WILLOWS RESIDENTIAL DEVELOPMENT 0.00 METRO DRUG TASK FORCE 9,688.99 METRO DRUG FORFEITURE FUND 719.09 GENERAL.CONSTRUCTION 3,390.35 WATER/SEWER 163,796,46 EQUIPMENT RENTAL-OPERATING 31,835.49 EQUIPMENT RENTAL-REPLACEMENT 30.02 MEDICAL/DENTAL INSURANCE 144,756.89 CENTRAL STORES 2,831.52 FIRE PENSIONS 0.00 PAYROLL.CLEARING 37,114.95 TRI CITY ANIMAL CONTROL 1,621.60 GRAND TOTAL ALL FUNDS: $ 717,702.04 3(b).1 AGENDA REPORT FOR: City Council DATE: 11/13/2007 TO: Gary Crutchfie anager REGULAR: 11/19/2007 Stan bel¢A strative&Community Services Director FROM: J C h BT ina ce Manager SUBJECT: BAD WRITE-OFF'S/COLLECTION. I. REFERENCE n: Write-off and collection lists are on file in the Finance Department. II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS: MOTION: I move to approve bad debt write-offs for utility billing, ambulance, cemetery, general accounts, and Municipal Court non-criminal, criminal and parking accounts receivable in the total amount of$228,085.21 and,of that amount,authorize$175,887.84 be turned over for collection. III. HISTORY AND FACTS BRIEF: I. UTILITY BILLING - These are all inactive accounts, 60 days or older. Direct write-offs are under $10 with no current forwarding address, or are accounts in"occupant" status. Accounts submitted for collection exceed$10.00. 2. AMBULANCE -These are all delinquent accounts over 90 days past due or statements are returned with no forwarding address. Those submitted for collection exceed $10.00. Direct write offs including DSHS and Medicare customers; the law requires that the City accept assignment in these cases. 3. COURT ACCOUNTS RECEIVABLE-These are all delinquent non-criminal and criminal fines, and parking violations over 30 days past due. 4. CODE ENFORCEMENT — LIENS — These are Code Enforcement violation penalties which are either un-collectable or have been assigned for collections because the property owner has not complied or paid the fine. There are still liens in place on these amounts which will continue to be in effect until the property is brought into compliance and the debt associated with these liens are paid. 5. CEMETERY—These are delinquent accounts over 120 days past due or statements are returned with no forwarding address. Those submitted for collection exceed$10.00. 6. GENERAL- These are delinquent accounts over 120 days past due or statements are returned with no forwarding address. Those submitted for collection exceed$10.00. Amount Direct Referred to Total Write-offs Collection Write-offs Utility Billing $ 2,815.79 .00 2,815.79 Ambulance $ 49,284.58 14,445.84 63,730.42 Court A/R $ .00 161,415.00 161,415.00 Liens $ 97.00 .00 97.00 Cemetery $ .00 .00 .00 General $ .00 27.00 27.00 TOTAL: $ 52,197.37 175,887.84 228,085.21 IV. ADMINISTRATIVE ROUTING: cc: Dot French,Municipal Court Clerk 3(b).2 AGENDA REPORT NO. 28 FOR: City Council November 6, 2007 TO: Gary Crutchfie ager FROM: Robert J. Albe , Pu ie;3�rks Director Workshop Mtg.: 11/13/07 Regular Mtg.: 11/19/07 SUBJECT: Amendment No. 5 to Professional Services Agreement with CH2MHi11 I. REFERENCE(S): I. Vicinity Map 2. Amendment No. 5 to Professional Services Agreement 11. 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 CH2MHi11 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. 1II. 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(c) COURT STREET WIDENING - ROAD 84 to ROAD 100 Li s �� __� �•_ - 1 - x+3 III I - illy Y �d n f J, p I - t " i v r PROJECT SITE t } AND BOUNDARY r - +' 11 ILI COURT ST PIN T, '� ' '"' -_ — = _tee ��►° '�` 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 CI-12M 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 later 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 thud 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: Gary Crutchfi Manager FROM: Robert J. Albelb is Works Director Workshop Mtg.: 11/13/07 Regular Mtg.: 11/19/07 SUBJECT: Amendment No. 6 to Professional Services Agreement with CH2MHi11 I. REFERENCE(S): 1. Vicinity Map 2. Amendment No. 6 to Professional Services Agreement H. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS: 11/13/07: Discussion 11/19/07: MOTION: I move to approve Amendment No. 6 to the February 22, 2005 Professional Services Agreement with CH2MHi11 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(d) WASTE WATER.TREATMENT PLANT EXPANSION 71 :ks 47 .39 vv AOL Ak": 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. Scone 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's. 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). a Update opinion of probable costs. • 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 a 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 • 1&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 Deady 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 designers 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 Rased 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 Project. 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) II. 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(e) AGENDA REPORT NO. 79 FOR: City Council DATE: 11/15/07 TO: Gary Crutchfie y Manager WORKSHOP: REGULAR: 11/ 19/07 FROM: David McDonald, City Planner SUBJECT: FINAL PLAT -- Linda Loviisa, Phase 1 (Aho Construction) (MF # FP07-007) I. REFERENCE(S): A. Copy of Final Plat (Council packets only; copy available in Planning Office or Pasco Library for public review) B. Vicinity Map II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS: MOTION: I move to approve the final plat for Linda Loviisa, Phase 1. III. FISCAL IMPACT: NONE IV. HISTORY AND FACTS BRIEF: A. The City Council previously approved a preliminary plat for Linda Loviisa. Linda Loviisa is a single family residential development located south of Burden Boulevard and east of the Desert Plateau neighborhood. B. The developer is now seeking final plat approval for Phase 1 of the Linda Loviisa development. V. DISCUSSION: A. Prior to the approval of a final plat, the developer is to either install all infrastructure or post a bond or other instrument that secures the financing for the improvements. In this case, the developer has completed a portion of the improvements and has provided the City with a bond in an amount sufficient ($1,796,000.00) to cover the costs of the outstanding improvements. B. The final plat shows and contains information on primary control points, tract boundaries, dimensions, bearings, lot numbers and other necessary engineering data. In addition the plat contains the required descriptions, dedications and acknowledgment and approval sections. VI. ADMINISTRATIVE ROUTING: 3(f) Vicinity Item: Final Plat - Linda Lovlisa Phase I Map Applicant: AHO Construction N - r File ; FP o7-007 vJ � F r AUSTiIV'Umlvr " r Z f ,� iU SITE BOISE DRIVE it Wri ELA ICE =s +� 3 _ F Yoh r + 6 AGENDA REPORT NO. 01 FOR: City Councke , November 14, 2007 TO: Gary Crutc Manager Robert J. A c Works Director FROM: Jess Greenough, Field _Division Manager Regular Mtg.: 11/19/2007 SUBJECT: Accept Office & Locker Room Expansion, Phase II Project No. 07-1-02 I. REFERENCE(S): 1. Resolution 11. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS: 11/19/07: MOTION: I move to approve Resolution No. accepting the work performed by Booth & Sons Construction, Inc., under contract for the Office & Locker Room Expansion, Phase II, Project No. 07-1-02. 111. FISCAL IMPACT: Utility Fund IV. HISTORY AND FACTS BRIEF: A) On March 5, 2007, Council awarded the Office & Locker Room Expansion, Phase I1, Project No. 07-1-02 to Booth& Sons Construction, Inc., for$119,116.48. V. DISCUSSION: A) The final project cost was $127,930.59. This increase was for the additional ADA requirement of the installation of a handicap ramp and handrail; and also for installation of steps and curbing around the new office facility. The work is now complete and staff recommends acceptance of this work. 3(9) RESOLUTION NO� �y� A RESOLUTION ACCEPTING WORK PERFORMED BY BOOTH & SONS CONSTRUCTION, INC., UNDER CONTRACT FOR THE OFFICE & LOCKER ROOM EXPANSION, PHASE 11, PROJECT NO. 07-1-02. WHEREAS, the work performed by BOOTH & SONS CONSTRUCTION, INC., under contract for the Office & Locker Room Expansion, Phase II, Project No. 07-1-02, has been examined by the Field Division and has been found to be in apparent compliance with the applicable project specifications and drawings; and WHEREAS, it is the Field Division's recommendation that the City of Pasco formally accept the contractor's work and the project as complete; NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO, that the City Council concurs with the Field Division's recommendation and thereby accepts the work performed by BOOTH & SONS CONSTRUCTION, INC., under contract for the Office & Locker Room Expansion, Phase 11, Project No. 07-1-02, as being completed in apparent conformance with the project specifications and drawings; and Be It Further Resolved, that the City Clerk is hereby directed to notify the Washington State Department of Revenue of this acceptance; and Be It Further Resolved, that the final payment of retainage being withheld pursuant to applicable laws, regulations and administrative determination shall be released upon satisfaction of same and verification thereof by the Public Works Director and Finance Manager. PASSED by the City Council of the City of Pasco this 19th day of November, 2007. Joyce Olson Mayor ATTEST: APPROVED AS TO FORM: Sandy L. Kenworthy Leland B. Kerr Deputy City Clerk City Attorney GENERAL FUND OPERATING STATEMENT THROUGH OCTOBER 2007 CASH BASIS YTD %OF YTD TOTAL %OF 2007 2007 ANNUAL 2006 2006 TOTAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL ACTUAL REVENUE SOURCES: TAXES: PROPERTY 3,567,052 5,205,000 68.5% 3,195,106 4,825,567 66.2% SALES 7,176,689 7,071,300 101.5% 6,658,636 8,063,165 82.6% UTILITY 5,793,172 6,350,000 91.2% 5,704,511 6,749,649 84.5% OTHER 712,592 945,000 75.4% 652,474 806,606 80.9% LICENSES&PERMITS 1,589,450 957,100 166.1% 1,740,190 1,912,608 91.0% INTERGOV'TREVENUE 1,222,107 1,544,500 79.1% 1,167,167 1,408,019 82.9% CHARGES FOR SERVICES 2,200,780 2,549,340 86.3% 2,094,982 2,424,454 86.4% FINES& FORFEITS 786,908 721,000 109.1% 646,945 796,721 81.2% MISC. REVENUE 827,272 728,800 113.5% 794,221 973,277 81.6% OTHER FINANCING SOURCES 188,030 135,000 139.3% 31,250 38,030 82.2% TOTAL REVENUES 24,064,052 26,207,040 91.8% 22,685,482 27,998,096 81.0% BEGINNING CASH BALANCE 5,391,199 6,000,000 6,498,810 6,498,810 TOTAL SOURCES 29,455,251 32,207,040 91.5% 29,184,292 34,496,906 84.6% EXPENDITURES: CITY COUNCIL 80,347 106,150 75.7% 85,463 106,376 80.3% MUNICIPAL COURT 806,206 996,515 80.9% 733,667 977,330 75.1% CITY MANAGER 548,101 603,550 90.8% 499,710 617,137 81.0% POLICE 8,035,325 8,809,373 91.2% 6,791,109 8,570,660 79.2% FIRE 3,084,739 3,539,260 87.2% 3,191,089 3,848,386 82.9% ADMIN &COMMUNITY SVCS 3,866,541 4,706,185 82.2% 3,793,452 4,553,616 83.3% COMMUNITY DEVELOPMENT 1,113,594 1,070,450 104.0% 1,065,107 1,304,942 81.6% ENGINEERING 792,955 1,080,730 73.4% 984,371 1,206,579 81.6% MISC. NON-DEPARTMENT 3,232,423 5,642,855 57.3% 5,400,028 6,979,718 77.4% LIBRARY 918,674 1,030,000 89.2% 780,419 940,963 82.9% TOTAL EXPENDITURES 22,478,905 27,585,068 81.5% 23,324,415 29,105,707 80.1% ENDING FUND BALANCE 4,621,972 5,391,199 TOTAL EXPEND AND END FUND BAL 32,207,040 34,496,906 AVAILABLE CASH BALANCE 6,976,346 5,859,877 PERCENTAGE OF BUDGET ALLOCATED FOR 10 MONTHS 83.3% • Authorized but non-budget expenditures of $349,840 (cumulative)which will effectively reduce the ending fund balance. These statements have been adjusted to the Cash Basis of Accounting to provide an available cash balance at month end. The City's CAFR is prepared using the Accrual Basis of Accounting. These statements are intended for Management use only. 6(b) AGENDA REPORT FOR: City Council DATE: 10/31/07 REGULAR: 11/05/07 TO: Gary Crutchfiel anger REGULAR: 11/19/07 Stan Strebel, Ad inist tive& Community Services Director FROM: Ji Ch , Finance Manager SUBJECT: 2008 Property Tax Levy I. REFERENCE(S): 1. Tax Levy Rate History Chart 2. Assessed Value History Chart 3. Summary of Options 4. Copy of Ordinance for the 2008 Ad Valorem Tax 5. Copy of Ordinance Preserving Property Tax Levy Capacity H. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS: 11/05/07 Discussion and Public Hearing 11/19/07 Motion: I move to adopt Ordinance No ,providing for the 2008 Ad Valorem Tax Levy, a levy for the 1999 Unlimited Tax General Obligation Bonds and the 2002 Unlimited Tax General Obligation Refunding Bonds. Motion: I move to adopt Ordinance No. ,preserving property tax levy capacity for fiscal years after 2008 in accordance with state law. III. HISTORY AND FACTS BRIEF: There have been a number of changes since the prior Agenda Report. The maximum allowed levy rate, per state statute, that a City can levy per $1,000 of assessed value is $3.60. The last time the City of Paso's levy rate was near that level was in 1994. From 1994 to 1999 the City reduced the levy rate by not taking any of the allowable percentage increase, which before 2002 was 6%, and preserved the unused levy capacity in case it were needed in the future. In November 1999, the legislature reduced the Motor Vehicle Excise Tax (MVET) to $30 per vehicle. To compensate for the loss of:Future MVET revenues, Council elected to use $450,000 of unused, preserved, levy capacity. The levy rate for 2000 taxes was set at $3.07 per $1,000 of assessed value, still well below the $3.60 maximum. In 2001 the voters approved Initiative 747, limiting the amount taxing districts can raise the property tax levy over the previous year by the lesser of 1% or the Implicit Price Deflator (IPD), without a vote of the people. In June, 2006, Judge Mary Roberts ruled in King County Superior Court that Initiative 747 was unconstitutional. On November 8, 2007 the Washington State Supreme Court concurred with the Superior Court ruling. This means that the law in effect at this time, dating back to 1998 after the voters approved Referendum 47, limits property tax increases (for jurisdictions with a population larger than 10,000) to the lesser of 6% or the Implicit Price Deflator. IPD for the 2008 calculation is 2.084% (July 2007). The State Legislature will probably meet and make a decision to set a limit on property tax increases. Most observers believe that a decision will be made to reduce the 6% limit but that it may not come before November 30, the date by which property tax levies for 2008 must be set. 8(a) The preliminary budget document has been prepared without including any of the allowable percentage increase (Option 1). You will see in Option 2 below the allowable increase for Pasco is now 2.084% instead of 1%. In Option 3, staff has recalculated the unused levy capacity that can be preserved using only the 1% limit. Pasco has enjoyed the effects of continued growth within the city limits. A steady revenue stream has helped to keep property taxes at an affordable level. The property tax levy for 2008 will be comprised of the following three elements: 1. General Property Tax Levy. 2. 1999 Unlimited Tax General Obligation Fire Station/Library Bonds Debt Service, 3. 2002 Unlimited Tax General Obligation Refunding (1993)Bonds Debt Service. The City is required to certify property tax levies with the county by November 30 of each year. IV. DISCUSSION: The Franklin County Assessor has provided a estimated assessed valuation of$2,479,800,000 which is used to calculate 2008 taxes. This amount includes new construction of$130,520,160. There were no annexations of property before the cutoff date of March 3151. The Franklin County Assessor's Office did not re-assess any portion of the properties within City limits during this year. The County Assessor uses a four year rotation to assess all real property in the County. The next re-assessment for the property within City limits will take place in 2008 for taxes in 2009. That re-assessment will be for properties lying west of 201h Avenue within city limits. GENERAL PROPERTY TAX LEVY The 2008 Preliminary Budget has been prepared without the 1% growth allowance but including the tax from new construction. The number used in the preliminary budget is $5,503,000. The Council has various options to setting the 2008 General Property Tax Levy. Following are several options. Option l: This option does NOT include any of the allowable 1% increase but adds the value of new construction and annexations and any increases in State Assessed Utilities at last year's rate and adding those numbers to last year's total levy. 2007 Total General Property Tax Levy $5,204,745 2.084% increase in the levy rate based on the allowable maximum levy 0 New Construction Values of$130,520,160 at the 2007 rate of$2,2494/$1,000 Assessed Value 293,588 Annexation Values of$0 at the 2007 rate of$2.2494/$1,000 Assessed Value 0 Increase in the State Assessed Utilities of$6,950,331 at the 2007 rate of$2.2494/$1,000 Assessed Value 15.634 $5,513,967 A 2008 General Levy of$5,513,967 using the assessed value of$2,481,768,022 calculates to a levy rate of$2.2236 per $1,000 of assessed value. The 2008 levy rate would be slightly less than the 2007 rate of$2.2494. This option was used in setting the 2007 levy. Option 2: By including the allowable 2.084% increase (IPD), which calculates to be $121,182, and including the tax resulting from new construction, the actual levy rate for 2008 would be $2.2724 per $1,000 of assessed value. Using this option the 2008 General Property Tax Levy would be $5,635,149. Option 3: If the City were to levy all of the tax available in Option 2 and also choose to levy all the preserved levy capacity, the General Levy would increase to $6,182,258. The levy rate would calculate to $2.4931, still well below the maximum rate allowed per state statute ($3.60). Selecting this option would need a supermajority vote of the Council. For this calculation, staff used the 1% limit since 2002. Preserved levy capacity, also referred to as "banked" levy capacity, is NOT money that has been put into a bank account. It is merely dollars that have not been levied and left in the pockets of the taxpayers. The purpose of RCW 84.55.092 allowing a governmental entity to preserve future levy capacity is to "remove the incentive for a taxing district to maintain its tax levy at the maximum level permitted under this chapter, and to protect the future levy capacity of a taxing district that reduces its tax levy below the level that it otherwise could impose under this chapter, by removing the adverse consequences to future levy capacities resulting from such levy reductions." This simply means if the tax is not needed, a City does not have to set the levy at the maximum amount. The City can reserve that resource for future use. Preserving any unused levy capacity also requires a supermajority vote. 1999 UNLIMITED TAX GENERAL OBLIGATION BOND DEBT SERVICE The 2008 debt service requirement for the 1999 UTGO Bonds issued for the purpose of the Library Remodel and Fire Station Relocation is $72,772 and $92,178, respectively. Staff recommends the 1999 Unlimited Tax General Obligation Bond tax levy be set at those amounts. The two numbers are not combined because they appeared on the official ballot separately when voted upon. The county assessor's office requires we set these levies separately. The assessed value for properties subject to the tax is $2,197,126,422; this will result in levy rates of$0.0331 and $0.0420, respectively, or a combined levy rate of $0.0751. The 2007's levy rates were $0.0367 and $0.0464, respectively, or $0.0831 combined. The schedule of payments calls for principal payments of $100,000 each year. This will result in decreased levy rates for the remaining payment schedule as the interest portion declines. The final payment for these bonds occurs in December 2019. 2002 UNLIMITED TAX GENERAL OBLIGATION REFUNDING BONDS The 2002 Unlimited Tax General Obligation Refunding Bonds were issued to refund the 1993 General Obligation Bonds to take advantage of lower interest rates available and save the taxpayer's money. The debt service requirements in 2008 for the 2002 UTGO Refunding Bonds is $381,700 and staff recommends the 2002 Unlimited General Obligation Refunding Bonds tax levy rate be set at that dollar amount. The assessed value for properties subject to the tax is $1,973,964,162. This equates to a levy rate of$0.1934 per$1,000 of assessed value. This is down.from the 2007 levy rate of$0.2083. Unlike the 1999 Bonds, the principal payment amounts will increase over the remaining life of these bonds but the interest portion will decrease keeping the annual payments at approximately$380,000. 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AN ORDINANCE PROVIDING FOR THE 2008 AD VALOREM TAX LEVY,A LEVY FOR THE 1999 UNLIMITED TAX GENERAL OBLIGATION BONDS AND A LEVY FOR THE 2002 UNLIMITED GENERAL OBLIGATION REFUNDING BONDS IN THE CITY OF PASCO IN ACCORDANCE WITH STATE LAW. THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON DO ORDAIN AS FOLLOWS: §1. The City Council of the City of Pasco has met and considered its budget for the calendar year 2008; §2. The City Council of the City of Pasco after public hearing and after duly considering al] relevant evidence and testimony presented, determined that the City of Pasco requires a regular levy in the amount of $5,513,967, which does NOT include any of the allowable percentage increase in property tax revenues from the previous year, and does include amounts resulting from the addition of new construction and improvements to property and any increases in the value of state-assessed property, and amounts authorized by law as a result of any annexations that have occurred and refunds made, in order to discharge the expected expenses and obligations of the district. RCW 84.55.120 requires a specific statement regarding the amount of any increase in regular property tax from the previous year. The actual general levy amount from the previous year (2007) was $5,204,745. The City Council of the City of Pasco hereby authorizes the following increase in the regular property tax levy to be collected in the 2008 tax year. The dollar amount of the increase over the actual levy amount from the previous year shall be $0 (ZERO)which is a percentage INCREASE of 0% (ZERO PERCENT) from the previous year. This increase is exclusive of additional revenue resulting from the addition of new construction and improvements to property and any increase in the value of state assessed property, and any additional amounts resulting from any annexations that have occurred and refunds made. The property tax from new construction to be included in the actual levy is calculated to be $293,588. This number is the result of the amount of new construction and improvements to property of$130,520,160, provided by the Franklin County Assessor's Office, multiplied by the 2007 levy rate of$2.2494 per $1,000 of that value. There was a $6,950,331 increase in the value of state assessed property, multiplied by the 2007 levy rate of$2.2494 per $1,000 of that value, resulting in additional tax levy of$15,634. There was no additional amounts resulting from any annexations that have occurred or refunds made. §3. A tax for the following sums of money which includes new construction and annexations to defray the expense and. liabilities of the City of Pasco be and the same is hereby levied for the purposes specified against all taxable property in the City for the fiscal year 2008: General Expense, including Councilmanic Bond Debt Service $5,513,967 1999 Unlimited Tax General Obligation Bond/Library Remodel 72,772 1999 Unlimited Tax General Obligation Bond/Fire Station 92,178 2002 Unlimited Tax General Obligation Refunding Bonds 381,700 $6,060,617 §4. This Ordinance shall take effect five(5) days after passage and publication. Adopted by the City Council of the City of Pasco, on this 19th day of November, 2007. City of Pasco: Joyce Olson, Mayor Attest: Approved As To Form: Debra Clark, City Clerk Leland B. Kerr, City Attorney ORDINANCE NO. AN ORDINANCE PRESERVING PROPERTY TAX LEVY CAPACITY IN THE CITY OF PASCO, WASHINGTON FOR FISCAL YEARS AFTER 2008 IN ACCORDANCE WITH STATE LAW. WHEREAS, to provide the property tax revenues required by the general operating budget of the City for fiscal year 2008, City Council of the City of Pasco levied property taxes on all taxable property in the City for collection in fiscal year 2008 in the total amount of$5,513,967, which dollar amount is the sum of(a) $5,204,745,which is the amount of property taxes levied by the City in fiscal year 2007, plus (b) $0 (ZERO) of the allowable increase of the lesser of 1% or the Implicit Price Deflator, which for this calculation, is 2.084%, (c) $293,588, which is the amount of additional taxes at the 2007 levy rate of 2.2494 cents per $1,000 of assessed value resulting from the addition of new construction and improvements to property in the City, property annexed into the City during fiscal year 2007, and any increase in value of state-assessed property in the City; and, WHEREAS, the City Council of the City desires to preserve in accordance with state law (including but not limited to Chapter 84.55 RCW) the capacity of the City to levy property taxes in future fiscal years after 2008, calculated as if the City in fiscal year 2008 had levied the full amount allowed by state law upon a finding of substantial need therefore; and WHEREAS, upon a finding of substantial need and based upon limit factors of the lesser of 101% or IPD (102.084%) for the previous year and limit factors of 106% for previous years as provided by RCW 84.55.0101 and $3.60 per $1,000 of assessed value by RCW 84.52.043 and 41.16.060, the City would be permitted to levy property taxes for fiscal year 2008 in a total amount of$6,182,258 (the "full amount allowed by law"), which dollar amount is the sum of(a) $5,873,036 (the lesser of the amount calculated by multiplying the allowable 2007 property tax levy of$5,814,887 times the limit factor of the lesser of 101% or TPD or the $3.60 per $1,000 statutory limitation), plus (b) $293,588, which is the amount of additional taxes at the 2007 levy rate of 2.2494 cents per $1,000 of assessed value resulting from the addition of new construction and improvements to property in the City, property annexed into the City during fiscal year 2007 ($0), and any increase in value of state-assessed utility property in the City at the 2007 levy rate of 2.2494 cents per$1,000 of assessed value ($15,634); and WHEREAS, the full amount allowed by law for fiscal year 2008 of $6,182,258 is $668,291 greater than the actual property tax levy of the City for fiscal year 2008 of$5,513,967 and such excess of$668,291 represents the unused 2008 property tax levy capacity that the City desires to preserve for future fiscal years after 2008; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DO ORDAIN as follows: Section 1. The City Council of the City finds and determines that there is substantial need for the City to preserve for future fiscal years after 2008 the capacity to levy property taxes on all taxable property in the City in the amount of$668,291, which is equal to the unused levy capacity of the City for fiscal year 2008. This substantial need includes, without limitation, the anticipated future requirements for additional property tax revenues that will be needed for the construction and/or maintenance of roads, streets, bridges and other transportation facilities of the City; to satisfy anticipated and unanticipated new regulatory requirements applicable to the City; to provide for potential excess costs of capital facilities; and generally to meet other substantial future financial requirements of the City. Section 2. This ordinance shall take effect and be in force from and after its passage and five days following its publication as required by law. ADOPTED by the City Council by the affirmative vote of a majority plus one vote of the members thereof and APPROVED by the Mayor of Pasco, Washington, at a regular open public meeting thereof, this day of November, 2007. Joyce Olson, Mayor ATTEST: Debra Clark, City Clerk APPROVED AS TO FORM: Leland B. Kerr, City Attorney AGENDA REPORT NO. 78 FOR: City Council DATE: 11/8/07 TO: Gary Crutchf`i Manager WORKSHOP: 11/13/07 REGULAR: 11/19/07 FROM: David McDona d, City Planne SUBJECT: Street Name Change for a portion of East Lewis Street (MF #INFO 07-067) I. REFERENCE(S): A. Proposed Ordinance and Vicinity Map II. ACTION 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 & 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. 8(b) 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 1. 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 0 IN 111111 Vicinity Item: Street i Change--E Lewis Map File 07-067 ;-Aloid-MCM Kw--5ii = = W me�W ®� • ' q4L- 44 was M NOW It =�y Nis l�A 7L� � ii' �! ' r Nei uoor t f k � Q-A "�` , 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. 8(c) 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). 14.11.010 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. Small Works Roster Page 2 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. Tf 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. Small Works Roster Page 3 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. 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. Small Works Roster Page 4 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: Debbie Clark Leland B. Kerr City Clerk City Attorney Small Works Roster Page 5