HomeMy WebLinkAbout2009.04.27 Council Workshop Packet AGENDA
PASCO CITY COUNCIL
Workshop Meeting 7:00 p.m. April 27,2009
1. CALL TO ORDER
2. ROLL CALL:
(a) Pledge of Allegiance.
3. VERBAL REPORTS FROM COUNCILMEMBERS:
4. ITEMS FOR DISCUSSION:
(a) Historic Preservation Committee Interviews:
1. Agenda Report from Gary Crutchfield, City Manager dated April 23, 2009.
2. Applications (4) (Council packets only).
(b) Waiver of Utility Service Requirement - West Enterprises - 4708 N. Capitol Avenue
PMC Chapter 16.06:
1. Agenda Report from Michael McShane, City Engineer dated April 23, 2009.
2. Vicinity Map.
3. Petition for Utility Service Waiver.
4. Resolution.
(c) West Pasco Water Treatment Plant Project No. 09-2-01:
1. Agenda Report from Robert J. Alberts,Public Works Director dated April 22, 2009.
2. Bid Tab.
3. Technical Memorandum.
4. Vicinity Map.
(d) Amendment No. 2 to Professional Services Agreement with CH2MHill:
1. Agenda Report from Robert J. Alberts, Public Works Director dated April 22, 2009.
2. Amendment No. 2 to Professional Services Agreement.
3. Vicinity Map.
(e) Revision of Bi-PIN Interlocal Agreement:
1. Agenda Report from Gary Crutchfield, City Manager dated April 23, 2009.
2. Proposed Agreement.
(f) Community Survey:
1. Agenda Report from Gary Crutchfield, City Manager dated April 24,2009.
2. Timeline for National Citizen Survey, October Class.
5. OTHER ITEMS FOR DISCUSSION:
(a)
(b)
(c)
6. EXECUTIVE SESSION:
(a) Acquisition of Real Estate
(b)
(c)
7. ADJOURNMENT.
REMINDERS:
1. 4:00 p.m., Monday, April 27, Port of Benton- Hanford Area Economic Investment Fund Committee
Meeting. (COUNCILMEMBER MATT WATKINS, Rep.; AL YENNEY,Alt.)
2. 8:00 a.m., Friday, May 1, Franklin County Courthouse - Franklin County Law & Justice Council
Meeting. (COUNCILMEMBER BOB HOFFMANN,Rep.; MIKE GARRISON, Alt.)
3. 5:00 p.m., Friday, May 1, TRAC Facility - Hispanic Academic Achievers Program.
(COUNCILMEMBER MATT WATKINS)
4. 9:00 a.m., Saturday, May 2, Downtown Pasco - Cinco de Mayo Parade (staging at 2nd & Columbia
Streets at 9:00 a.m.). (MAYOR JOYCE OLSON, COUNCILMEMBERS REBECCA FRANCIK,
MIKE GARRISON, BOB HOFFMANN, TOM LARSEN, MATT WATKINS and AL YENNEY)
AGENDA REPORT
TO: City Council April 23, 2009
FROM: Gary Crutchfi Manager Workshop Mtg.: 4127109
SUBJECT: Historic Prese ation Committee Interviews
1. REFERENCE(S):
1. Applications (4) (Council packets only)
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
4/27: Council to conduct brief interviews with Gloria Richards, Cathy Merrill Holle,
Marty Robinson and Peter Ives.
III. HISTORY AND FACTS BRIEF:
A) The Historic Preservation Committee is composed of five members; terms are for
three years. The board meets as required.
B) The Historic Preservation Committee: identifies and actively encourages the
conservation of Pasco's historic resources by reviewing National Register
properties applying for Special Tax Valuation; raises community awareness of
Pasco's history and historic resources; and serves as the City of Pasco's primary
resource in matters of history, historic planning and preservation.
C) There are four positions whose terms have expired:
1. Position No. 1 (vacant)
2. Position No. 2 (Dan Stafford)
3. Position No. 3 (Marilynn Baker)
4. Position No. 4 (vacant)
D) The Council screening committee concluded that the incumbents in Positions No.
2 and 3 be reappointed without interview.
E) After Council screening committee review of all applications, the following have
been selected to interview for Positions No. 1 and 4:
1. Gloria Richards...........................................5619 Coppercap Mt. Lane
2. Cathy Merrill Holle.................................................431 S Sahara Drive
3. Marty Robinson.......................................................5008 W. Sylvester
4. Peter Ives........................................................ 5508 Westminster Lane
IV. DISCUSSION:
A) After conduct of interviews at the April 27 Workshop meeting, it is proposed that
appropriate appointments be made by the Mayor, subject to confirmation by the
Council, at the May 4 Business meeting.
4(a)
AGENDA REPORT NO.9
FOR: City Council April 23, 2009
TO: Gary Crutchfi Manager
Robert J. Albe lic Works Director
FROM: Michael McShane, City Engineer Workshop: 04/27/09
Regular: 05/04/09
SUBJECT: Waiver of Utility Service Requirement—West Enterprises—4708 N Capitol Ave
P.M.C. Chapter 16.06
I. REFERENCES):
1. Vicinity Map
2. Petition for Utility Service Waiver
3. Resolution
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
04/27: Discussion
05104: MOTION: I move to approve Resolution No. conditionally
granting the sewer utility waiver request by West Enterprises.
III. FISCAL IMPACT:
None
IV. HISTORY AND FACTS BRIEF:
A. The applicant has requested a sewer waiver in order to install a septic tank system
for their business. P.M.C. 16.06 requires connection to the utility system when a
building permit is issued unless such requirement is waived by action of the City
Council.
B. A City sewer main, as shown on the vicinity map, is within 200 feet of the
property. However, the main is not currently connected to the City sewer system.
Connection of this main will require the construction of a sewer lift station and
approximately 500 feet of new main at the intersection of Capitol Ave and
Hillsboro St.
V. DISCUSSION:
Any determination or decision by the City Council to waive utility requirements is to be
based upon the waiver criteria provided in P.M.C. 16.06.040 as follows:
(1) Special circumstances applicable to the property in question or the
intended use that do not generally apply to other properties or classes of
uses in the same vicinity or zoning classification.
A sewer main is within 200 feet of the property. In order for the sewer
main to be put into service a new sewer lift station must be constructed.
(2) A waiver is necessary for the preservation and enjoyment of a
substantial property right or use possessed by other properties in the
same vicinity and the same zoning classification, which because of
special circumstances is denied to the property in question.
There are properties in the area with septic tank systems. The property
owner should not be required to bear the entire cost of the sewer lift
station.
4(b)
(3) The granting of the waiver will not be detrimental to the public welfare
or injurious to other property improvements in such vicinity and zoning
classification, which the subject is located.
The Uniform Building Code requires permanent structures to be provided
with adequate health and sanitation facilities. A building with a septic
tank/drain field would meet the sanitation requirements of the Uniform
Building Code.
(4) The granting of a waiver will not conflict with the general intent of this
chapter.
The use of the septic system is temporary. The property will be required to
connect to the sewer main when it is put into service.
In the past when Council approved utility waivers the following conditions
applied:
(a) Require the applicant to participate in future L.I.D. or U.L.I.D.
activities commenced by petition or resolution that would involve the
property in question;
(b) Require the applicant to pay an equitable share of any private utility
extensions abutting the applicant's property.
Based upon a review of the criteria above, Staff recommends approval of
the sewer waiver request if conditioned to include provisions 4(a) and (b).
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± ' enterprises,pc engineering ■ planning ■ development
February 16, 2009
Mr. Matt Rasmussen
City of Pasco
525 N. Third Avenue
Pasco, WA 99301
Subject: Petition for Utility Service Waiver
Mr. Steve West
4708 N. Capitol Avenue
Dear Mr. Rasmussen:
Attached please find a completed Utility Service Waiver petition for the above
described property. Included with this request is an aerial photo and Franklin
County Assessor information for the parcel, an overall utility map for the area and
a cost estimate for the public sewer that would be required to be installed if the
waiver request is not approved.
The property owner desires to install a restroom in their facility. There is an
existing sewer line in the adjacent roadway, however, in order for the sewer to be
operational a lift station and force main would have to be installed. The cost of
these improvements has been estimated at approximately $300,000. The
property owner plans to spend approximately $15,000 to install a restroom and
on-site septic system if the utility waiver is approved. As you can easily see, the
cost to make the City's sewer line operational is not reasonable given the small
size of the proposed building improvements. The site is currently served by City
domestic water service, so installing an on-site septic system will not adversely
impact a domestic water source.
We respectfully request that the City approve the attached petition and allow an
on-site septic system to be installed until the City's sewer system is operational.
Please let me know if you have any questions.
Sincerely,
Ro ger . Wright, P.E.
RGW Enterprises, PC
Cc: Steve West
Attachments
3100 George Washington Way ■ Richland,WA 99354 a Office 509.375.3565 ■ Fax 509.375.3566 ■ www.rgwenterprises.com
CITY OF PASCO
PETITION FOR UTILITY SERVICE WAIVER
PLEASE COMPLETE THE APPLICATION CLEARLY AND ACCURATELY
Mr. Steve West Mrs. Jud West
(Name of Owner/Applicant)(1st Party) (Name of Owner/Applicant)(2nd Party)
2699 Road 68 Pasco WA 99301 2699 Road 68 Pasco WA 99301
(Address) (Address)
509-547-4130 509-547-4130
{Ph P ne)
(Signature) Steve West (Si nature Judy West
General Location of Property:4708 N. Capitol Avenue approximately 2,400 feet
north of the intersection of N. Capitol Avenue and Kartchner Street.
(give location relative to streets, intersections, etc.)
Legal Description of Property for which the Utility Waiver is requested: Tax Parcel ID
113-234-027, That Portion of the East half of the Northwest quarter and the West
half of the Northeast quarter of Section 17, Range 9 N, Township 30 E.. See
attached map and Franklin County Assessor document.
Current Land Use of Property: Light industrial, warehousing.
1) Type of utility waiver requested: Water Sewer X
2) Describe the reason for requesting a waiver from the requirement to connect to
the municipal water and/or sewer system? The existing building needs a restroom,
and therefore a sewer system. The existing City of Pasco sewer system needs a
lift station installed and approximately 800 feet of forced main before the sewer
line to the site is operational. The cost of the lift station and force main is
estimated to costs nearly $300,000.00. The total cost for the restroom and on-site
septic system will be approximately $15,000.00. Making the sewer system
improvements is not economically feasible given the cost of the proposed
restroom improvements.
3) Describe alternative method of utility provision from which a waiver is requested?
If a utility waiver is granted, an on-site septic disposal system will be
installed.
4) Special circumstances applicable to the property in question or intended use?
The site is currently served by the City of Pasco water system so an on-site
septic system will be a safe and cost effective method of providing sewer service
until the City's sewer system is operational.
5) What changed or changing conditions warrant the proposed Utility Waiver? The
on-site septic system will be temporary until the City's sewer system is
operational.
6) What other properties in the same vicinity and within the same zoning district
have received a Utility Waiver or are not connected to one or both of the municipal utility
systems? It is not known whether the other nearby properties received utility
waivers, however there are other on-site septic systems on adjacent properties to
the north of the site, but within City limits.
7) How will the public health and welfare be protected by granting the Utility Service
Waiver? The site is served by the City of Pasco domestic water system so an on-
site septic system will not affect a domestic water source.
RESOLUTION NO.
A RESOLUTION CONDITIONALLY GRANTING THE SEWER UTILITY
WAIVER REQUESTED BY WEST ENTERPRISES
WHEREAS, Pasco Municipal Code (Title 16, PMC) requires connections to the utility service
when a building permit is issued unless such requirement is waived by action of the City Council pursuant to
PMC 16.06.040; and
WHEREAS, West Enterprises has requested a sewer waiver in order to install a septic tank system
for the business located at 4708 North Capitol Avenue in Pasco; and
WHEREAS, an existing City sewer main is located within 200 feet of the property, but it is not
currently connected to the City sewer system and connection would require the construction of a sewer lift
station and approximately 500 feet of new sewer main to service the property; and
WHEREAS, the City Council finds that special circumstances are applicable to the property that do
not generally apply to other properties in the same vicinity or zoning classification; the granting of the
waiver will not be detrimental to the public welfare or injurious to other property improvements in such
vicinity; and properly conditioned, such grant of a waiver will not conflict with the general intent of Chapter
16.06 of the Pasco Municipal Code;NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON:
Section 1. A conditional waiver is granted to West Enterprises for its property at 4708 North
Capitol Avenue, Pasco, Washington, to permit the use of a temporary septic system upon the following
conditions:
A. The waiver will expire when the sewer main servicing the property is put into service by the
city.
B. The applicant shall participate in future L.I.D. or U.L.I.D. activities commenced by petition or
resolution that would involve the subject property.
C. The applicant shall pay an equitable share of any private utility extensions abutting the subject
property.
D. This conditional waiver shall be recorded with the Franklin County Auditor, at the expense of
the applicant, and shall be binding on any successor in interest.
Section 2. This Resolution shall become effective upon its approval and recording with Franklin
County Auditor.
APPROVED by the City Council of the City of Pasco, Washington, this day of April, 2009.
Joyce Olson, Mayor
ATTEST: APPROVED AS TO FORM:
Debra Clark, City Clerk Leland B. Kerr, City Attorney
AGENDA REPORT NO. 19
FOR: City Council April 22, 2009
TO: Gary Crutchf y Manager
FROM: Robert J. Alb s, Public Works Director Workshop Mtg.: 4/27/09
Regular Mtg.: 5/04/09
SUBJECT: Award West Pasco Water Treatment Plant Project, #09-2-01
I. REFERENCE(S):
1. Bid Tab
2. Technical Memorandum
3. Vicinity Map
II. ACTION REQUESTED OF COUNCIL/ STAFF RECOMMENDATIONS:
04/27: Discussion:
05/04: MOTION: I move to award the low bid for the West Pasco Water Treatment
Plant Project, #09-2-01 to Apollo, Inc. in the amount of
$8,699,763.00 plus sales tax, and further, authorize the Mayor to
sign the contract documents.
III. FISCAL IMPACT:
Utility Fund
IV. HISTORY AND FACTS BRIEF:
A) On December 1, 2008 the Council approved the agreement with CH2MHil1 in
the amount of$761,400.00 for the design of the new water treatment plant. On
January 20, 2009 the City awarded a contract in the amount of $1,988,500.00
plus sales tax to PALL Company for membrane pressure filter system capable of
6 million gallons per day (MGD). On December 1, 2008 Council adopted the
Planning Commission's recommendations and issued a special use permit for the
new water treatment plant. On April 6, 2009 Council approved selling the
$9 million water/sewer revenue bond to finance the new water treatment plant.
V. DISCUSSION:
A) On April 21, 2009 the City received five (5) bids for the West Pasco Water
Treatment Plant. The low bid was from Apollo, Inc. in the amount of
$8,699,763.00 plus sales tax. The Engineer's estimate was $7,250,000.00 plus
sales tax. After reviewing the bids, staff believes the bidding climate was very
good and the bids received represent the best prices that can be received. Other
than the architectural requirements for the new plant, the design is very plain and
basic. The Engineer's estimate reflects the estimated cost prepared in September
2008.
B) The total construction cost assuming an award to the low bidder after adding
sales tax is $2,153,545.00 for the PALL system plus $9,421,843.33 from Apollo,
Inc. for a total of $11,325,473.59. In September 2008 the Engineer had
estimated a total construction cost of$8,319,129.00.
C) Attached is a technical memorandum from the Engineer, summarizing the
project and costs. Staff believes the higher costs are mainly attributed to
addressing the Planning Commission requirements and the mechanical and
electrical costs to have the new plant capable of 18 MGD. The original estimate,
for example, was for a 1.7 MG steel reservoir. After reviewing life cycle costs
and the I-182 Corridor standards required by the special use permit, a more
costly concrete reservoir was designed in lieu of a steel tank. Although the new 4(c)
plant will initially be capable of pumping 6 MGD, the design is for an 18 MGD
plant. All electrical, pumps, and piping are for an 18 MGD plant. Staff believes
the original cost estimate did not adequately reflect the oversizing costs. By
oversizing now, the only future costs will be for the modular package filter
systems.
D) The City sold a $9 million bond leaving approximately $2,326,000.00 to come
from other sources to pay for construction. There is also approximately $1.6
million in costs for engineering, permits and utility services of which
$712,000.00 has been expended.
E) The beginning cash balance for the water utility fund is $3.6 million. It has been
the City's practice not to drop the cash amount below $1.5 million. This would
leave $2.1 million that could be used for the plant. Staff would recommend any
additional funds needed could come from deferring some of the 6-year water
capital improvement projects. The actual selection of projects to be deferred
would be made at the time the new 6-Year Capital Improvement Program is
approved by Council this fall. Since the expenditures will be made over a 12
month period, financing shouldn't be a problem.
F) Staff believes the increase in costs for meeting the I-182 Corridor Standards and
oversizing, the plant now justify the expenditures. Staff recommends Council
award the contract to the low bidder Apollo, Inc.
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TECHNICAL MEMORANDUM
West Pasco Water Treatment Plant CH2MHILL
West Pasco WTP-Bid Analysis
PREPARED FOR: Robert J. Alberts, Director of Public Works
PREPARED BY: Anthony H. Krutsch,CH2M HILL
DATE: April 22,2009
Bids for the construction of the West Pasco Water Treatment Plant were received by the City of
Pasco on April 21,2009 at the appointed time and place,and were publicly opened and read
aloud at the Pasco City Council Chambers.
The City received 5 Bid Proposals for the West Pasco Water Treatment Plant Project No. 09-2-01.
The Low Bidder for the project is Apollo,Inc., at a LUMP SUM amount of$8,699,763.00 plus
$722,080.33 for WSST,for a TOTAL CONTRACT AMOUNT of$9,421,843.33.
In February,the City of Pasco purchased the 6 MGD initial Pressure Membrane System from
the Pail Corporation, Inc. at a LUMP SUM of$1,988,500.00 plus$165,045.50 for WSST,for a
TOTAL CONTRACT AMOUNT of$2,153,545.50.
Based on the actual Bids received for the Project,the TOTAL CONTRACT AMOUNT for the 6
MGD initial Pressure Membrane System and the West Pasco Water Treatment Plant is
$10,688,263.00 plus$887,125.83 WSST,or$11,575,388.83.
In September 2008,CH2M HILL had provided an Opinion of Probable Cost for the Project in
the City of Pasco West Side Water Treatment PIant Feasibility Assessment and Conceptual Design
Report of$8,319,129.00 (including WSST) for the purchase of the 6 MGD initial Pressure
Membrane System and the construction of the West Pasco Water Treatment Plant to provide for
an ultimate capacity of 16 MGD. The September 2008 Opinion of Probable Cost was
approximately$3 million dollars less than the TOTAL CONTRACT AMOUNT now apparent
based on the actual Bids received.
Since the completion of the Feasibility Assessment and Conceptual Design Report, the following
modifications and changes,with the probable added costs of these modifications and changes,
have been incorporated into the West Pasco Water Treatment Plant Project.
• The equipment provided by the Pall Corporation is provided in a manufactured
standard configuration of 3 MGD per rack,and each rack was slightly longer than had
been anticipated. As the building was to be designed for future expansion, it was
increased in size to accommodate the addition of standard racks allowing for an
ultimate capacity of 18 MGD versus the originally planned 16 MGD. The expansion of
the building footprint from 12,000 square feet to 14,000 square feet added$300,000 to the
Opinion of Probable Cost.
• Along with the expansion of the building footprint, each of the systems in the building,
including chemical storage,HVAC, electrical,and other ancillary facilities were
proportionately increased. These ancillary facility increases added an additional
$200,000 to the Opinion of Probable Cost.
• The clearwell/reservoir was revised from a Welded Steel Tank to a Prestressed Concrete
Reservoir to comply with the Architectural requirements of the 1-182 Overlay Zone
regulations and increased in size to meet the requirements for the ultimate capacity of 18
MGD. The Opinion of Probable Cost for the change to the Prestressed Concrete
Reservoir is$400,000.
• In addition to the change in materials noted above,the Prestressed Concrete Reservoir
was depressed below grade for mitigation of height above grade, required the over
excavation and rebuilding of the subgrade to support the increased loading of the
concrete materials, and required the installation of a sub drainage system for monitoring
of the concrete tank construction. These added changes at the clearwell/reservoir
increased the Opinion of Probable Cost by an additional$200,000 over the above
increase.
• The Architectural changes to the building required to comply with the Special Use
Permit for the I-182 Overlay Zone included special coatings of the exterior metal panels
(Stucco Finish), addition of exterior columns,and wainscoting of the building perimeter.
These added Architectural changes to the building increased the Opinion of Probable
Cost of the building by$200,000,in addition to the increase noted above.
• In the completion of the Final Design for the project, a number of other changes and
additions were made to both internal and external site piping configuration, solids
separation and handling systems,and to those pipelines between the Raw Water Intake
at the Columbia River and the Water treatment Plant Building. These added changes
and additions increased the Opinion of Probable Cost of the project by $500,000.
The current design of the facilities can be easily expanded to the ultimate capacity of 18
MGD with the addition of pressure membrane racks (total of 4 racks),added raw water and
finish water pumps and electrical and instrumentation and control modifications.
Based on the adjustments to the Feasibility Assessment and Conceptual Design Report Opinion
of Probable Costs as identified above,and the ability of the West Pasco Water Treatment
Plant to be easily expanded in the future to an ultimate capacity of 18 MGD,we believe the
TOTAL CONTRACT AMOUNT of$11,575,388.83 for the 6 MGD initial Pressure Membrane
System and the West Pasco Water Treatment Plant represents a fair and reasonable value for
the facilities being constructed.
In the opinion of CH2M HILL,the City of Pasco has received conforming,responsive,and
reasonably priced Bids for the Work required at the West Pasco Water Treatment Plant
Project. The City was advertising this project in an extremely competitive bidding
environment,and we believe that they received the best proposals for the Work included in
the Bidding Documents that could be anticipated.
Should you have any questions regarding the Bid Proposals received,please contact me.
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AGENDA REPORT NO. 20
FOR: City Council April 22, 2009
TO: Gary Crutchfie t Manager
FROM: Robert J. Albe , Works Director Workshop Mtg.: 04/27/09
Regular Mtg.: 05/04/09
SUBJECT: Amendment No. 2 to Professional Services Agreement with CH2MHil1
I. REFERENCE(S):
1. Amendment No. 2 to Professional Services Agreement
2. Vicinity Map
II. ACTION REQUESTED OF COUNCIL I STAFF RECOMMENDATIONS:
04127: Discussion:
05/04: MOTION: I move to approve Amendment No. 2 to the July 7, 2008
Professional Services Agreement with CH2MHil1 authorizing
additional engineering services for Tasks 3-6, not to exceed
$743,500 and further, authorize the Mayor to sign the
agreement.
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A) In December 2008, Council approved the Professional Services Agreement with
CH2MHill (consultant) to provide engineering services for the new West Pasco
Water Treatment Plant and authorized the design service. The agreement outlined
all tasks from feasibility study through construction services. In December 2008
Council authorized Task 2: Design services by approving Amendment No. 1 to the
agreement.
V. DISCUSSION:
A) The design work (Task 2) has been completed. The proposed Amendment No. 2
is for engineering services for the pilot testing and construction services. These
services in the agreement are Task 3: Services during construction, Task 4: Project
management, Task 5: On-site inspections, and Task 6: Additional services. The
pilot test is a routine requirement by the State Department of Health to test the
treatment system with the actual water source to be treated. The pilot test will
help determine optimum chemical dosage rates for maximizing the filtration
efficiency. The pilot test was a condition of purchase when the City awarded the
membrane filter contract to the PALL Company. The engineering services for this
are under Task 6: Additional services. The estimate for engineering services for
the test is $77,200. The estimate for Task 3 through Task 5 is $666,300. The fees
are based on a time and material basis.
B) Staff recommends approval of Amendment No. 2.
4(d)
AMENDMENT NUMBER 2 to
PROFESSIONAL SERVICES AGREEMENT
WHEREAS, the City and CH2MHil1 entered into a Professional Services Agreement on
July 7, 2008, for engineering services with respect to the new West Pasco Water Treatment Plant.
NOW, THEREFORE, this agreement is amended to allow CH2MHill to proceed with
engineering services for Task 3: Services during construction, Task 4: Project Management, Task
5: On-site inspection, Task 6: Additional services (pilot testing services as outlined in the
agreement), at the fees described on Exhibit A.
1. Scope of Work:
Pilot testing services and construction services as outlined in Exhibit A.
2. Fee:
The compensation for the work is based on a time and material basis in the amount of
$743,500.
3. Time of performance:
The services shall be complete for the project within 13 months.
DATED THIS DAY OF
CITY OF PASCO: CONSULTANT—CH2M Hill:
Joyce Olson, Mayor Wally Hickerson, CH2MHill
ATTEST: APPROVED AS TO FORM:
Debbie Clark, City Clerk Leland B. Kerr, City Attorney
CH2M Hill 1
Amendment No,2
Professional Services Agreement—West Side Water Treatment Plant
ATTACHMENT A
CITY OF PASCO
CH2M HILL FEE FOR SERVICE
WEST PASCO WATER TREATMENT FACILITIES
Based on the"Scope of Services"for the West Pasco Water Treatment Plant Project, CH2M HILL
has prepared the following Proposal:
Pilot Testing Services
Task 1 (per diem***) $ 77,200
Construction Services (Optional Task)
Task 2** (per diem***) $666,300
TOTAL SERVICES THIS AGREEMENT*** $743,500
** Estimated cost based on qualified General Contractor and maximum 13 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 3.15 except for the on-
site representative which shall be calculated based on a raw salary multiplier of 2.50.
Further, the Hourly Rates are subject to annual adjustment based on any increase in the
staff members raw salary cost of living increase times a raw salary multiplier of 3.15 or
2.50 as applicable.
CH2M Hill 2
Amendment No.2
Professional Services Agreement—West Side Water Treatment Plant
New Water Treatment Plant
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i
AGENDA REPORT
TO: City Council April 23, 2009
FROM: Gary Crutchfie I Manager Workshop Mtg.: 4/27/09
Regular Mtg.: 5/4/09
SUBJECT: Revision of BI-PIN Interlocal Agreement
I. REFERENCE(S):
i. Proposed Agreement
II. ACTION REQUESTED OF COUNCIL/ STAFF RECOMMENDATIONS:
4/27: Discussion
5/4: MOTION: I move to approve the interlocal agreement for Bi-County Police
Information Network (Bi-PIN) and, further, authorize the Mayor to
sign the agreement.
III. FISCAL IMPACT:
None
IV. HISTORY AND FACTS BRIEF:
A) Since the early 1980s, the two counties and three cities have collectively operated
a regional "Police Information Network" called "Bi-PIN" (Bi-County Police
Information Network), Essentially, the network consists of a computerized
database to retain substantive information on all arrests and law enforcement
incidents within the boundaries of the member jurisdictions. The database even
includes address records, aliases and photos. The entire database is accessible to
all member jurisdictions; thus, what happens in Richland can be known in Pasco
and vice-versa, etc. The database has become ever-more useful in real-time law
enforcement activities with the advent of in-car computers.
B) Over the years, the interlocal agreement has been revised to reflect significant
operational changes. The last such change occurred in 2003, when the three cities
and two counties mutually agreed to acquire and operate the Intergraph system.
C) The city of Connell recently determined that it is in its best interest to join the Bi-
PIN system as the recent prison expansion poses greater demand on its police
department for coordinated information via police computers within its
community. In addition, the proposed agreement includes revisions to incorporate
several policy changes that have evolved since implementation of the new
Intergraph system in 2003.
V. DISCUSSION:
A) The revisions to the agreement expand membership to include Connell and clarify
operational policies; as such, the agreement does not incur greater costs to the
members while harmonizing written policy with established practice. Staff
recommends approval.
4(e)
INTERLOCAL COOPERATION AGREEMENT BETWEEN
THE COUNTIES OF BENTON AND FRANKLIN AND
THE CITIES OF CONNELL, KENNEWICK, PASCO AND
RICHLAND
(POLICE INFORMATION NETWORK)
WHEREAS, the Interlocal Cooperation Act codified in RCW 39.34 allows public
agencies to exercise their powers jointly thereby maximizing their ability to provide
services and facilities which will best fulfill the needs of the community as a whole; and
WHEREAS, the joint exercise of a regional criminal justice record and
information system promotes the deterrence and solution of criminal incidents by
providing increased access to local incident and warrant information, reducing the need
for redundant data entry, improving the protection of criminal files against loss or
destruction, and increasing the responsiveness of the respective law enforcement agencies
through crime analysis and investigative support functions; and
WHEREAS, the counties of Benton and Franklin along with the cities of
Kennewick, Pasco, and Richland first entered into an Interlocal Agreement in 1982 which
created the Bi-County Police Information Network ("BI-PIN"); and
WHEREAS, the BI-PIN Interlocal was amended in 1988, 1992, 1995, and 2003;
and
WHEREAS, the Counties of Benton and Franklin and the Cities of Connell,
Kennewick, Pasco and Richland, through their respective law enforcement departments,
desire to jointly utilize an expanded law enforcement records management system to be
operated by the Kennewick Information Systems Division; and
WHEREAS, the original members therefore are agreeable to the addition of the
city of Connell to the BI-PIN Interlocal; and
WHEREAS, many objectives set forth in prior versions of the BI-PIN Interlocal
have been completed or are no longer necessary; and
WHEREAS, therefore the parties wish to rescind the existing BI-PIN Interlocal
and enter into this amended and restated agreement to clearly set forth existing and future
obligations and objectives of the parties hereto, and to account for possible new members
and the obligations that would apply to new members;
NOW THEREFORE BE IT AGREED, in accordance with the provisions of
RCW 39.34.030:
Section I — Formation and Purpose of BI-PIN. The Counties of Benton and Franklin
and the Cities of Connell, Kennewick, Pasco and Richland hereby establish the Bi-
BI-PIN Interlocal Agreement 31612009
Page I
County Police Information Network (BI-PIN). In order to assist the participating police
and sheriff's departments in the deterrence and solution of criminal incidents and in
recognition of the high cost of technology and operation of information systems, the
participating members are entering into a joint undertaking for the following purposes:
• Increase access to local incident and want/warrant information.
• Enhance the sharing of information among the criminal justice agencies.
• Improve availability of operational and management information.
• Provide for increased responsiveness to crime analysis and investigative support
functions.
• Reduce the need for redundant data entry and duplicate data files.
• Provide for improved protection against loss or destruction of criminal
information files.
Section 2 — Organization of BI-PIN. In order to provide for the on-going
administration of the BI-PIN the following organizational structure is adopted for the
organization.
2.1. Executive Committee. The Executive Committee is composed of the City
Managers or a member from the Boards of County Commissioners, as appropriate, from
each of the member agencies or their designee, and each shall be a voting member. A
liaison from the Bi-County Police Chiefs and Sheriffs and from each dispatch agency:
Benton County Emergency Services (BCES) and Franklin County Dispatch shall be ex
officio, non-voting members.
A chairman shall be elected by the Executive Committee and will serve one-year terms
with no limit as to the number of consecutive terms that may be served. The executive
committee will meet at least quarterly or more often as required. This committee will
keep minutes of its meetings and copies of these minutes shall go to all members of the
committee.
It is the responsibility of the Executive Committee to set policies regarding all aspects of
BI-PIN activities, approve contracts which shall be signed by the chairman, approve the
proposed annual budget and work program, set the cost recovery for new BI-PIN
members, and make final decisions on adoption of software applications and minimum
hardware requirements for systems that are owned or operated by BI-PIN or for systems
owned by parties to this agreement that interface with BIPIN. Approvals shall require a
majority vote of the Executive Committee members present after a quorum is called. All
member agencies will cast one vote each. The adoption of the budget and any
amendment to the budget or policy issues, will require approval of at least four of the five
charter agencies as described in section 5.3 below.
BI-PIN lnterlocal Agreement 31612009
Page 2
2.2 Technical Committee. The technical committee is composed of the Information
Systems manager (or equivalent position) of each of the BI-PIN member agencies. As the
Operating Jurisdiction, Kennewick's IS manager will chair the Technical Committee.
The Technical Committee will provide recommendations through the operating
jurisdiction to the Executive Committee on technical decisions that affect the BI-PIN
system. The Technical Committee will meet on an as-needed basis.
2.3 BI-PIN User Committee. The BI-PIN User Committee shall be comprised of
representatives of each law enforcement agency from member jurisdictions and a
representative from each dispatch center: Benton County Emergency Services (BCES)
and Franklin County Dispatch. This committee shall be responsible for recommending
software development priorities, actively participating in system selection activities to
procure the most appropriate system to meet their respective requirements, and resolve
any operational problems to ensure successful joint operation of the system. The BI-PIN
analyst shall chair this committee.
Section 3 — Operational Responsibility. The Operating Jurisdiction will be the City of
Kennewick, and through its Information Systems Division, it will be responsible for the
operation of the BI-PIN system. The manager of the Operating Jurisdiction's
Information Systems Division shall have day-to-day supervision and control over
operation of the BI-PIN system; subject, however, to the policies set by the Executive
Committee and subject to the terms and conditions of this joint agreement.
Section 4 — Ownership of Software Modules. Ownership of all software licenses
acquired from Intergraph are distributed between BI-PIN, Benton County Emergency
Services (BCES), and Franklin County Dispatch based on the actual licenses purchased.
Appendix B lists the original license distribution. As new licenses are acquired they will
be distributed as determined by the BI-PIN Executive Committee.
BI-PIN is responsible for maintenance and upgrades for their modules. BI-PIN is not
responsible for the maintenance and upgrade of BCES and Franklin County Dispatch
owned modules. The costs and maintenance of these licenses are addressed in Section 5.
Section 5 — Participation in BI-PIN. The parties agree that the city of Connell,
pursuant to the terms of this agreement, shall become a member agency of BI-PIN. The
City of Connell agrees to pay to BI-PIN $18,009 as membership buy-in payment. In
addition to the buy-in payment, Connell may be required to purchase any additional
software licenses required due to participation in BIPIN. All hardware and connectivity
costs associated with participation in BI-PIN will be born by Connell. The BI-PIN
Executive Committee will set minimum requirements for all BI-PIN members for
hardware and connectivity based on the recommendations of the Technical Committee.
Any system that interfaces with the BI-PIN system will require Technical Committee
review and appropriate recommendation to the Executive Committee for final approval.
BI-PINInterlocal Agreement 31612009
Page 3
Recognizing that BI-PIN member agencies benefit through the participation of all local
jurisdictions, BI-PIN wants to promote and encourage inclusion of all agencies interested
in joining BI-PIN. To facilitate this effort, BI-PIN has adopted the following policies
regarding joining and membership of additional local agencies in the BI-PIN local
governmental agency:
5.1 Membership Buy-In.
• Participation in BI-PIN by new member agencies will require a majority vote by
the BI-PIN Executive Committee.
• Buy-in of membership to the BI-PIN interlocal agency will be based on a per-
capita fee. The fee will be set at $2.40 per capita beginning in 2003 and inflated
using the Seattle CPI-U factor to increase the per capita fee to reflect the time
value of money for any future buy-ins.
• BI-PIN as a whole will maintain sufficient licenses from Intergraph Public Safety
(IPS) for the I/LEAD products the agency will use. The final decision on the
number of licenses allocated will be determined by BI-PIN. The licenses
allocated to each agency will be reevaluated on a yearly basis.
• On-going maintenance fees for the IPS system will be distributed based on
licenses allocated to each agency.
• BI-PIN Executive Committee will set minimum requirements for hardware and
connectivity based on the recommendations of the Technical Committee. Any
system that interfaces with the BI-PIN system will require Technical Committee
review and appropriate recommendation to the Executive Committee for final
approval.
• All hardware and connectivity costs associated with participation in BI-PIN will
be born by the appropriate agency.
5.2 Operations cost sharing formula.
The formula for distribution of BI-PIN's on-going operations costs will be distributed in
the following method.
• After adoption of the budget, all anticipated outside revenue will be deducted
from the budget amount.
• Each member agency will be assessed a $5,000 base fee. The $5,000 agency base
contributions will be deducted from the remaining budget amount to be
distributed.
• The budget will be split 40160 between law enforcement and jail management.
0 40% of the law enforcement and jail management budgets to be
distributed will be assessed to each agency based on percentage of
population.
0 60% of the law enforcement and jail management budgets to be
distributed will be assessed to each agency based on percentage of
licenses.
BI-PIN Interlocal Agreement 31612009
Page 4
5.3 Voting power of member agencies. All matters to be decided by the Executive
Committee shall be determined by simple majority vote of member agencies as
outlined in section 2; provided, however, any budget or policy issue shall also
require approval of at least four of the five charter agencies. The five charter
agencies are Benton County, Franklin County, Kennewick, Pasco and Richland.
Section 6 — BI-PIN Software — A Single Vendor Solution. In an effort to facilitate the
effectiveness of public safety services within the BI-PIN member agency jurisdictions,
the charter agencies decided in 2003 to move to a single vendor solution for law
enforcement records management (RMS), jail management (JMS) and computer-aided
dispatch (CAD). The chosen vendor to provide that software solution was Intergraph
Public Safety (IPS). A single vendor solution minimizes the need for interfaces that have
the potential to be difficult to maintain and facilitates the ease of sharing information
electronically between jurisdictions. Therefore, parties agree to the following policy and
guidelines:
6.1 Intergraph Public Safety Licenses.
• Licenses for FCAD, the IPS computer aided dispatch software, are purchased on a
"per-seat" basis. Franklin County and BCES will retain ownership of licenses
already purchased and any subsequent licenses purchased for their dispatch
centers. Each dispatch center, BCES, and Franklin County, owns the software
and licenses associated with their respective installation.
• Licenses purchased on a concurrent basis, I/Leads Records Management System
(RMS), and Jail Management System (JMS), are the property of BI-PIN as a
whole. Licenses are assigned to agencies based on the needs analysis conducted
previously by BI-PIN. See Appendix A.
The licenses used by each agency will be evaluated on a yearly basis and each agency's
percentage of use will be adjusted accordingly. In the event additional licenses are
required they will be purchased by BI-PIN and the expenditure will be included in the BI-
PIN budget to be allocated by the BI-PIN cost distribution formula. If an agency
underutilizes their allocated licenses, the additional maintenance of the unused licenses
would spread across all of the agencies. Each agency's percentage of licenses used will
be calculated based on the number of licenses used by the agency divided by the total
used (i.e. BI-PIN owns 185 but only 150 are used. Agency A uses 42. Agency A's usage
percentage would be 42/150 or 28%.) The table in Appendix A illustrates a hypothetical
distribution of underutilized licenses.
The PLEADS base product and hardware required in the server room (i.e. servers, racks,
BI-PIN routers, etc) are the property of BIPIN as a whole.
6.2 Third Party Software.
BI-PIN Interlocal Agreement 31612009
Page 5
• BI-PIN member agencies adopt IPS as their software provider for RMS, JMS and
CAD functions.
• Third party software will not be used by member agencies for any function that
touches the BI-PIN system and can be provided by IPS products unless the BI-
PIN Executive Committee adopts it as a standard. The RMS and JMS functions of
the system provided by the IPS ULEADS product includes the following modules:
6.3 Police Records Management System(RMS).
Calls for service Vehicles
Incident Accident
Case Management Tow Impound
Known Offender Field Contact
Arrests/Charges DUI
Citations Gang Tracking
Pawnshop Affidavits
Property and Evidence Concealed Weapon Licenses
Warrants MugShot
Alarm Permits Automated Field Reporting (AFR)
6.4 Jail Management System (JMS).
Booking Scheduled Events
Arrest/Charges Visitation
Classification Sentencing
Mugshot Capture Medical
Property/Personal &Jail Issue Jail Incidents
Housing Work Release
Jail Billing In-House Commissary/Cash Accounts
• Third party software solutions for a function not available from IPS or that have
been recommended by a member agency will be presented to the BI-PIN technical
committee for evaluation on an item-by-item basis. The Executive Committee
will decide on adoption of third party software as a BI-PIN standard based on the
recommendation of the BI-PIN technical committee. The technical committee's
recommendation will be based on the benefits of the third party software to the
BI-PIN member agencies as a whole.
• All costs for implementation, interfaces, and support associated with the use of
third party software not adopted as a BI-PIN standard will be born by the agency
implementing the software. This applies to costs and support both during
implementation and on going. BI-PIN will not support third party software or
related interfaces not adopted as a BI-PIN standard.
Section 7 — Withdrawal (Replacement). Any member agency may withdraw from this
agreement and membership in BI-PIN by serving a notice of withdrawal upon all
BI-PINInterlocal Agreement 31612009
Page 6
members of BI-PIN. This notice shall be given at least one year in advance of the date of
withdrawal. Membership shall terminate on the last day of the calendar year. Upon
withdrawal from membership the member agency shall receive no further distribution of
income proceeds. All software must be uninstalled and all licenses collectively owned
under this agreement must be returned by the withdrawing agency to the pool described
in Section 5 and Section 6 of this agreement. The withdrawing member shall pay their
pro-rata share of any outstanding obligations incurred up to the effective date of
withdrawal. The withdrawing member(s) shall be provided with all outstanding
obligations within 45 days of the effective date of withdrawal. Upon such receipt, the
withdrawing member(s) shall pay all outstanding obligations within 45 days of receipt.
The outstanding contribution(s) shall include all amounts due to BI-PIN and any cost
directly associated with the member's withdrawal.
Section 8 — Termination of Agreement. This agreement may be terminated upon a
resolution to terminate this agreement. Such a resolution shall pass upon receipt of at
least two-thirds of the all votes cast by members of the Executive Committee. Upon
adoption of such a resolution, the effective date of termination shall be determined by a
simple majority of all votes cast. However, in no event shall the termination date be more
than one hundred and eighty days (180) from the date of the resolution. After the
effective date of termination, the activities of BI-PIN shall cease and no further business
shall be conducted nor any financial obligations shall be incurred. In the event of
termination of this agreement, each member agency shall be responsible for its pro-rata
share of any remaining costs or penalties under the formula outlined in section 5.2 of this
agreement. In the event of termination, BI-PIN shall immediately provide notice of
termination to each known creditor and party in which BI-PIN has a contractual
relationship. All parties to this agreement shall be obligated to participate in the winding
up of BI-PIN related activities which shall include: collection of any outstanding
payables, the payment of any outstanding obligations, satisfaction of any and all
contractual obligations, and distribution of assets. To the extent legally permissible, upon
written request the Operating Jurisdiction shall provide a copy of any or all data
belonging to BI-PIN to the requesting member agency on the most feasible medium in
return for the actual cost of such copy. Any remaining assets owned by BI-PIN prior to
termination will be distributed back to member agencies based on their pro-rata share in
BI-PIN as outlined in section 5 of this agreement. In the event of termination, an existing
member or members may negotiate for the acquisition of software, data, and other
information specific to that member or member's operating jurisdiction to the extent
permitted by the terms of any applicable software licensing agreements. Nothing shall
prevent the parties from negotiating the release of software, data, or other information
that is specific to one member.
Section 9 — Security of Data. Each member agency shall safeguard, by appropriate
means, the confidentiality of the information contained in the BI-PIN system.
Additionally, they shall maintain network security that meets industry standards for any
network that may interact with the Operational Jurisdiction's network.
BI-PIN Interlocal Agreement 31612009
Page 7
Each member agency will protect access with specific sign-on controls and procedures as
developed by the BI-PIN Technical Advisory Committee with the approval of the
Executive Committee. It will also be the responsibility of the Operating Jurisdiction to
maintain the security of the BI-PIN network based on industry standards.
Section 10 — Liability Coverage. The member agencies shall jointly secure a good and
sufficient liability insurance policy indemnifying and naming all agencies as additional
insureds, covering the agencies for any damage to hardware or software or misuse or loss
of information in the system. The Operating Jurisdiction shall assume all risk of injury or
damages to hardware or software on its premises caused by its employees or any invitee
or person on the premises with the consent of the Operating Jurisdiction and shall hold
harmless, indemnify and defend the participating BI-PIN agencies from any loss or claim
for damages of any nature whatsoever arising out of the performance of the BI-PIN
interlocal agreement. The insurance shall be paid on a pro rata basis based upon the
budget allocation formula. Each agency shall waive the right of subrogation against the
other party by reason of loss or damage incurred under the casualty losses covered by the
insurance. Notwithstanding anything to the contrary within this paragraph, the agencies'
collective obligation to carry the insurance provided for herein may be brought within the
coverage of a so-called blanket policy or policies of insurance carried and maintained by
any individual agency provided that all other agencies' interests and rights will not be
reduced or diminished by reason of the use of such blanket policy of insurance.
Section 11 — Term of Agreement. This agreement shall become effective upon the
execution of this agreement by all the parties identified above. Once effective, this
amended and restated agreement shall run to December 31, 2009 and shall continue
thereafter for successive one year periods, unless a member in writing requests a revision
of the agreement by giving notice in writing to all other members at least 90 days before
the expiration date of the agreement; such requested revision must be approved by the
Executive Committee as set forth in Section 5 of this agreement.
Section 12 — Recordkeeping. The Operating Jurisdiction shall be responsible for
maintaining accurate records. It shall also maintain accurate records of expenditures
made during the year and for what purpose. On an annual basis it shall provide the
member agencies an operating and financial report.
Section 13 — Entire Agreement. This Agreement shall govern over the terms and
conditions of any prior BI-PIN Interlocal Agreement, as amended, between the parties
and such prior agreements are hereby made null and void.
IN WITNESS THEREOF, the parties have set their hands this day of
12009,
BI-PIN Interlocal Agreement 31612009
Page 8
CITY OF CONNELL CITY OF KENNEWICK
By By
Mayor Mayor
CITY OF PASCO CITY OF RICHLAND
By By
Mayor Mayor
COUNTY OF BENTON COUNTY OF FRANKLIN
By By
Chairman Chairman
BI-PIN Interloca I Agreement 31612009
Page 9
Appendix A
Initial Liwnse_ sfin u>ton 2
-
x/185 - =
Kennewick 50 26.32%
Pasco 42 22.11%
Richland 33 17,37%
Benton County 40 21,05%
Franklin County 20 10.53%
Connell }} 5 p2.6/30
Lie-m- ID' IZ
Kennewick 42 27.10%
Pasco 33 21.29%
Richland 25 16.13%
Benton County 28 18.06%
Franklin County 22 14.19%
Connell 5 3.23%
Pool licenses 35 0.0%
Hypothetical Illustration of Percentage of
Licenses used in the event of underutilization
BI-PINlnterlocal Agreement 31612009
Page 10
Appendix B
Original License Distribution
t 1 1 I f
IICAD Database Server#1 Software for Benton County
I/Execulive UCAD Database Server Software 1.0
IICAD Database Server#2 Software for Benton County
UCAD Redundant Database Server
I/Executive 2 `Software 1.0
IICAD Database Server#1 Software for Franklin County
I/Executivc-Existing at Franklin County System I/CAD Database Server Software 1.0
1/CAD Database Server#2 Software for FroukBn County
I/CAD Redundant Database Server
I/Executive 2-Existing at Franklin County System Software _ 1.0
Interface Products including Implementation&
Travel
lllnformer Interface to databases(WACIC) 1.0 1.0
Uinfonner :Interface to databases(I/LEADS) 1.0 1.0
Mobile Data Terminals interface to
11MDT-Existng Franklin County System ]/Mobile 1.0
Mobile Data Terminals interface to
I/MDT-for Benton County -I/Mobile 1.0
Telephone Device for the Deaf interface
I/TDD-Existing at Franklin County System Module 1.0`
I/Page Alaphanumeric Paging mterfaee Module 1.0. 1.0
I/Page Interface to Zetron model 25 1.0:
I/FST Fire Station Turnout interface Module 1.0. 1.0
I/MARS-Server -Management Reporting-Server Module 1.0 1.0
I/QA _ Question and Answer Module 1.0
I/NetViewer(50 concurrent users) UCAD Data inquiry 25.0 25.0'
I1NetDispatcher(10 concurrent users) UCAD Net Dispatching 5.0 5.0-
Police RMS/JMS Servers Software Cluster Solution
IILEADS-Server Police RMS-Base Module 0,5 0.5
I/LEADS-Incident Based Reporting for State of
Washington Police RMS Module
ULEADS-Mugshoi Capture System-2 User License Police RMS Module 2.0
I/LEADS CAD Link Police RMS Link to CAD 2.0
I/LEADS Interface to LiveScan Interface Module - 2,0
Dispatcb/Calltaker Workstations Software
1/Dispatcher IPS CAD Software 13,0
I/Dispatcher seats at Franklin County _IPS CAD Software 4.0:
I/Calltaker seats at Franklin County �1PSCAD Software - 1.0'.
Supervisor Workstation Software -
UMARS-Client Reporting Client Module - 2.0 2.0
:Mapping Tool(in,[Nucleus,Admin&
MGE-Bundle for Benton County Mapper)
Mobile Data Terminals Software
J/Mobile Concurrent Licenses MDT Client Module 75.0
'Police RMS Client Module for Field
ULEADS-RMS Concurrent Client Licenses for MDTs Reporting 75.0
Pollee RMSlJMS Workstations Software
I/LEADS-RMS Concurrent Client Licenses for
Desktop Police RMS Client Module 110.0
]/LEADS-Jail Management System Concurrent Client
Licenses PoliceJMS Module 30.E
Total 53.0: 43.0 266.5 37.5
BI PINlnterlocal Agreement 31612009
Page 11
AGENDA REPORT
TO: City Council April 24, 2009
FROM: Gary Crutchfie Manager Workshop Mtg.: 4127109
Regular Mtg.: 5/4/09
SUBJECT: Community Survey
I. REFERENCE(S):
1. Timeline for National Citizen Survey, October Class
H. ACTION REQUESTED OF COUNCIL/ STAFF RECOMMENDATIONS:
4/27: Discussion
514: MOTION: I move to authorize the City Manager to contract for conduct of the
2009 National Citizen Survey, not to exceed $11,000.
III. FISCAL IMPACT:
Approximately$10,000
IV. HISTORY AND FACTS BRIEF:
A) The city contracted with the National Research Center in Boulder(Colorado) in 2005
and 2007 for the conduct of the "National Citizen Survey" in Pasco. The survey is a
nationally standardized survey used by communities throughout the country to gauge
the citizens' perception of municipal service delivery. The report was useful in
defining concerns for Council to address during its 2006 and 2008 biennial retreats
(spring of each even-numbered year) and was also used to gain citizen response to
specific questions selected by the City Council (in addition to the standard survey
questions). In anticipation of the 2010 Council retreat, staff is preparing to contract
for the National Citizen Survey to be conducted in late 2009, for receipt of the report
in January 2010 (providing plenty of time to incorporate the results in preparation for
the Council retreat in spring 2010).
B) In addition to its use for Council retreat, the survey will be an integral part of the
city's on-going effort to implement a formal "performance measurement program,"
using the International City Management Association program, initiated in 2007.
The survey is used to compliment the financial data that will be collected each year
regarding certain service functions, to add a qualitative perspective to the quantitative
information. Thus, it is important that the survey be conducted on a regular basis
(every two years).
C) The base cost for the survey is $9,900 and may include up to three policy questions.
The data may also be compiled in a "Normative Comparisons" report which
compares Pasco's survey data with that of other jurisdictions of comparable size
around the country; the additional cost for this report is $1,100.
V. DISCUSSION:
A) Staff strongly recommends the survey be conducted in late 2009, preferably in
October or November; thus, the commitment must be filed with the National
Research Center by August 2009. Doing so will result in the report being provided to
the city by late January.
B) The use of the specific questions option was beneficial in the 2005 and 2007 survey,
and it may be for the 2009 survey as well. Staff would appreciate direction on what
specific questions to include; it is understood that the specific questions need not be
identified until October 1.
C) Staff requests authorization to contract for the survey, and Council direction
regarding questions to be included(questions can be identified by August).
4(f)
1r Timeline for The National Citizen Survey" October 2009 Class
Legend: 4 Indicates when items from NRC are due to you ►Indicates when items from you are due to NRC •Indicates information items
Actual
Item Week Dates
Preparing for the survey
♦ The NCS survey process is initiated upon receipt of your enrollment form and first payment....week 1 Oct 5
�41 NRC emails you The NCS worksheet packet.............................................................................week 1 Oct 5
► Due to NRC:Worksheets and additional payment for add-on options.......................................week 4 Oct 26
♦ NRC uses the information you provided to generate the sample and customize the
survey instrument for your jurisdiction ......................................................................................weeks 5-6 Nov 2-Nov 9
4 NRC provides confirmation documents about options selected by your jurisdiction and
a sample of the postcard and mailing envelope for your records. ........................................week 5 Nov 2
► Due to NRC: Confirmation of options selected....................................................................week 6 Nov 9
♦ NRC prints materials and prepares mailings........................................................................weeks 5-6 Nov 2- Nov 9
Conducting the survey
♦ Survey materials are mailed
♦ Prenotification postcards delivered to post office ............................................................week 7 Nov 16
♦ 1"wave of surveys delivered to post office ......................................................................week 8 Nov 23
♦
2nd wave of surveys delivered to post office......................................................................week 9 Nov 30
♦ Data collection: surveys received for your jurisdiction ..............................................................weeks 8-12 Nov 23-Dec 21
♦ Note 1: During this time, you will receive postcards that were undeliverable due to bad
addresses, or vacant housing units. This is normal. Please count all the postcards, as we
will subtract the number of returned postcards from the total number mailed to estimate
the number of"eligible" households in calculating the final response rate.
♦ Note 2: You may receive phone calls from citizens during this time period who call to
inform you they are outside of your jurisdiction's boundaries, or that they do not wish to
receive additional mailings, etc. Please reassure them that their household was randomly
selected, and while they may receive a total of three mailings from you, they will not
receive any additional mailings after that time.
► Due to NRC: Final count of returned postcards .........................................................................week 12 Dec 21
♦ Survey processing and report writing.........................................................................................week 12-14 Dec 21 Jan 4
♦During this time, NRC will process the surveys, perform the data analysis, and produce a
two-part draft report for your jurisdiction. The report of results will contain a description of
the methodology, information on understanding the results, and graphs and tables of your
results. The second report will include a description of NRC's database of normative data
from across the U.S. and actual comparisons to your results, where appropriate.
t NRC emails draft report (in PDF format) to you .........................................................................week 15 Jan 11
► Due to NRC: jurisdiction feedback on the draft report...............................................................week 16 Jan 19
• NRC mails final report and data file to you (unless otherwise specified) ....................................week 17 Jan 25
• NRC mails final invoice to you..................................................................................................week 17 Jan 25
► Due to NRC: Final payment for costs of The NCS......................................................................week 18 Feb 1