HomeMy WebLinkAbout2013.05.20 Council Meeting PacketAGENDA
PASCO CITY COUNCIL
Regular Meeting 7:00 p.m. May 20, 2013
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 May 6, 2013.
2. Minutes of the Special Pasco City Council Meeting dated May 13, 2013.
(b) Bills and Communications: (A detailed listing of claims is available for review in the Finance
Manager's office.)
To approve General Claims in the amount of $1,106,229.20 ($56,872.99 in the form of
Electronic Fund Transfer Nos. 15001, 15019, 15020 and 15029; and $1,049,356.21 in the
form of Wire Transfer Nos. 1319 through 1321; and Claim Warrants numbered 192868
through 193109).
2. To approve bad debt write -offs for utility billing, ambulance, cemetery, general accounts,
miscellaneous accounts, and Municipal Court (non - criminal, criminal, and parking) accounts
receivable in the total amount of $147,018.23 and, of that amount, authorize $98,241.70 be
turned over for collection.
(c) Appointment to Parks and Recreation Advisory Council: (NO WRITTEN MATERIAL ON
AGENDA)
To appoint Jennifer Martinez to Position No. 1 (expiration date 2/2/14) to the Parks and
Recreation Advisory Council.
(d) Appointments to Historic Preservation Commission: (NO WRITTEN MATERIAL ON
AGENDA)
To appoint Malin Bergstrom to Position No. 1 (expiration date 8/1/14) and reappoint Devi Tate to
Position No. 5 (expiration date 8/1/16) to the Historic Preservation Commission.
(e) Franklin County Affordable Housing Interlocal Agreement (MIT #AGRMT2013 -003):
1. Agenda Report from Rick White, Community & Economic Development Director dated May
% 2013.
2. May 1, 2013 letter from Benton Franklin Counties Department of Human Services.
3. Draft First Amendment to the Interlocal Cooperation Agreement.
4. Underline and Strikeout Summary of the Proposed Revisions.
5. Proposed Resolution.
To approve the First Amendment to the Interlocal Cooperation Agreement and Bylaws with
Franklin County, Connell, Mesa and Kahlotus for the purpose of administering BB 2060
generated surcharge funds for housing programs and, further, authorize the Mayor to sign the
Amendment.
(f) Professional Services Agreement for Water Resources Plan:
1. Agenda Report from Ahmad Qayoumi, Public Works Director dated May 7, 2013.
2. Professional Services Agreement Summary.
To approve the Professional Services Agreement with Murray Smith and Associates for Water
Resources Plan in the amount of $81,465 and, further, authorize the City Manager to sign the
agreement.
(g) Traffic Signal Controller Replacement Plan:
1. Agenda Report from Ahmad Qayoumi, Public Works Director dated May 8, 2013.
2. Amendment No. 1 to Professional Services Agreement.
To approve Amendment No. 1 to the Professional Services Agreement with Kittelson &
Associates, Inc., for the Traffic Signal Controller Replacement Plan, not to exceed $30,000 and,
further, authorize the City Manager to sign the agreement.
Regular Meeting 2 May 20, 2013
(h) Amendment to Interlocal Agreement with Port of Walla Walla for Wastewater Treatment
and Disposal Services:
1. Agenda Report from Stan Strebel, Deputy City Manager dated May 6, 2013.
2. Proposed Amendment.
To approve Amendment No. 1 to the hiterlocal Agreement with the Port of Walla Walla for
Wastewater Treatment and Disposal Services and, further, to authorize the Mayor to sign the
Agreement.
(i) Encroachment Agreement for Franklin County Jail:
1. Agenda Report from Stan Strebel, Deputy City Manager dated May 8, 2013.
2. Proposed Agreement.
To approve the Encroachment Agreement with Franklin County and, further, authorize the City
Manager to sign the document.
*(j) Dedication Deed: Deed for a Portion of Road 52 (MF #DEED2013 -004):
1. Agenda Report from Dave McDonald, City Planner dated May 15, 2013.
2. Vicinity Map.
3. Right -of -Way Dedication Deed from Lance and Janell Dever.
To accept the dedication deed from Lance and Janell Dever for a portion of Road 52.
(k) Resolution No. 3471, a Resolution of the City of Pasco accepting the Planning Commission
Action Plan for resolving issues involving automobile repair operations and directing the
Commission to prepare the necessary code amendments.
1. Agenda Report from Rick White, Community & Economic Development Director dated May
6, 2013.
2. Proposed Resolution.
To approve Resolution No. 3471, accepting the Planning Commission Action Plan for resolving
conflicts between violations of the Pasco Municipal Code and automobile repair businesses.
(RC) MOTION: I move to approve the Consent Agenda as read.
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) Finance Manager: General Fund Operating Statement through April 2013.
(c)
7. HEARINGS AND COUNCIL ACTION ON ORDINANCES AND RESOLUTIONS RELATING
THERETO:
(None)
8. ORDINANCES AND RESOLUTIONS NOT RELATING TO HEARINGS:
(None)
9. UNFINISHED BUSINESS:
(None)
Regular Meeting 3 May 20, 2013
10. NEW BUSINESS:
*(a) 2012 Overlays, Project No. C5- ST- 3R -12 -02 and 4`s Avenue Corridor (Court Street to I-
182), Project No. C2- 10- 06 -STR:
1. Agenda Report from Mike Pawlak, City Engineer dated May 13, 2013.
2. Vicinity Map — 2012 Overlays.
3. Vicinity Map — 4h Avenue Corridor.
4. Bid Summary.
(RC) MOTION: I move to award the low bid for the 2012 Overlays and 4" Avenue Corridor (Court
Street to I -182) Projects to Granite Construction, Inc., in the amount of $1,682,602.96 and,
further, authorize the Mayor to sign the contract documents.
*(b) "A" Street / V Avenue Railroad Crossing:
1. Agenda Report from Mike Pawlak, City Engineer dated May 13, 2013.
2. Vicinity Map.
3. Bid Summary.
*(RC) MOTION: I move to award the low bid for the "A" Street / 0 Avenue Railroad Crossing
Project, Base Bid, to Ray Poland and Sons, Inc., in the amount of $48,023.00 and, further,
authorize the Mayor to sign the contract documents.
*(c) Maple Drive Sewer Extension:
1. Agenda Report from Mike Pawlak, City Engineer dated May 13, 2013.
2. Vicinity Map.
3. Bid Summary.
(RC) MOTION: I move to award the low bid for the Maple Drive Sewer Extension Project to Sharpe
& Preszler Construction Company, Inc., in the amount of $76,100.91, including applicable sales
tax and, further, authorize the Mayor to sign the contract documents.
*(d) Professional Services Agreement HDR — Construction Management:
1. Agenda Report from Mike Pawlak, City Engineer dated May 16, 2013.
2. Vicinity Map.
3. Professional Services Agreement Summary Sheet.
MOTION: I move to approve the Professional Services Agreement with HDR, authorizing
Construction Engineering Services with respect to the Heritage Industrial Center Primary Lead
Track, Phase 2 — Big Pasco Industrial Center Hub Development, Phase 5b Project, not to exceed
$109,179 and, further, authorize the City Manager to sign the agreement.
11. MISCELLANEOUS DISCUSSION:
(a)
(b)
(c)
12. EXECUTIVE SESSION:
(a)
(b)
(c)
13. ADJOURNMENT.
(RC) Roll Call Vote Required
* Item not previously discussed
MF# "Master File #...."
Q Quasi - Judicial Matter
1. 4:00 p.m., Monday, May 20, Ben - Franklin Transit Office — Hanford Area Economic Investment Fund
Committee Meeting. ( COUNCILMEMBER AL YENNEY, Rep.; SAUL MARTINEZ, Alt.)
2. 6:00 p.m., Monday, May 20, City Hall Conference Room #1 — LEOFF Disability Board Meeting.
(MAYOR MATT WATKINS and COUNCILMEMBER REBECCA FRANCIK)
3. 4:00 p.m., Thursday, May 23, 7130 W. Grandridge Blvd — TRIDEC Board Meeting.
( COUNCILMEMBER MIKE GARRISON, Rep.; TOM LARSEN, Alt.)
4. 5:30 p.m., Thursday, May 23, 710 W. Court Street — Benton - Franklin Community Action Connections
Meeting. ( COUNCILMEMBER AL YENNEY, Rep.; REBECCA FRANCIK, Alt.)
MINUTES
REGULAR MEETING PASCO CITY COUNCIL MAY 6, 2013
CALL TO ORDER:
The meeting was called to order at 7:00 p.m. by Matt Watkins, Mayor.
ROLL CALL:
Councilmembers present: Rebecca Francik, Mike Garrison, Robert Hoffmann, Tom
Larsen, Saul Martinez, Matt Watkins and Al Yenney.
Staff present: Gary Crutchfield, City Manager; Leland Kerr, City Attorney; Stan Strebel,
Deputy City Manager; Richard Terway, Administrative & Community Services Director;
Rick White, Community & Economic Development Director; Ahmad Qayoumi, Public
Works Director and Bob Metzger, Police Chief.
The meeting was opened with the Pledge of Allegiance.
CONSENT AGENDA:
(a) Approval of Minutes:
Minutes of the Pasco City Council Meeting dated April 15, 2013.
(b) Bills and Communications:
To approve General Claims in the amount of $2,072,789.23 ($253,044.13 in the form of
Electronic Fund Transfer Nos. 14740, 14804, 14818 and 14884; and $1,819,745.10 in the
form of Wire Transfer Nos. 1307, 1308, 1312 through 1316; and Claim Warrants
numbered 192627 through 192867).
To approve Payroll Claims in the amount of $2,387,593.91, Voucher Nos. 45364 through
45433 and 80260 through 80269; and EFT Deposit Nos. 30058630 through 30059209.
(c) Appointments to Parks and Recreation Advisory Board:
To appoint Arthur Job to Position No. 3 and reappoint Edmon Daniels to Position No. 5
(both with the expiration date of 2/2/15); and to appoint Craig Howell to Position No. 4,
Jason Ruud to Position No. 6, and reappoint Abigail Kidd to Position No. 7 (all with the
expiration date of 2/2/16) to the Parks and Recreation Advisory Board.
(d) 2012 Fire Department Performance Report:
To accept the Pasco Fire Department 2012 Performance Report.
(e) "A" Street Railroad Crossing UTC Grant:
To accept the grant offered by UTC in the amount of $25,000 for the 1st and "A" Street
railroad crossing and, further, authorize the Mayor to sign the agreement.
(f) Interlocal Cooperative Agreement with Franklin County:
To approve the Interlocal Cooperative Agreement for Chip Sealing Services with
Franklin County and, further, authorize the Mayor to sign the agreement.
(g) Columbia Water Supply — Raw Water Intake:
To approve the Professional Services Agreement with the US Army Corps of Engineers
for Environmental Services with respect to the Columbia Water Supply Project in the
amount of $57,450.37 and, further, authorize the City Manager to sign the agreement.
(h) Waiver of Sewer Utility Service Requirements (2113 Market Drive) (MF
#USW2013 -008):
3(a).1
MINUTES
REGULAR MEETING PASCO CITY COUNCIL MAY 6, 2013
To approve the sewer utility service waiver at 2113 Market Drive and, further, authorize
the City Manager to sign the Waiver Agreement.
(i) Resolution No. 3468, a Resolution of the City Council of the City of Pasco,
Washington, Ratifying the Proposed Appointments of the Tri -Cities Regional Public
Facilities District for Pro and Con Committees.
To approve Resolution No. 3468, ratifying the Proposed Appointments of the Tri- Cities
Regional Public Facilities District for Pro and Con Committees.
(j) Resolution No. 3469, a Resolution accepting work performed by Ray Poland
& Sons, Inc., under contract for the 5th Avenue Sewer Repair, Project No. C7 -SE-
2R-12-20.
To approve Resolution No. 3469, accepting the work performed by Ray Poland & Sons,
Inc., under contract for the 5th Avenue Sewer Repair Project.
MOTION: Ms. Francik moved to approve the Consent Agenda as read. Mr. Garrison
seconded. Motion carried by unanimous Roll Call vote.
PROCLAMATIONS AND ACKNOWLEDGMENTS:
Mayor Watkins presented a Proclamation to Donald Klippstein, Director of Marketing,
Columbia Basin Hearing Center, proclaiming May 2013 "Better Hearing Month."
REPORTS FROM COMMITTEES AND /OR OFFICERS:
Mr. Garrison attended the Tri- Cities Visitor and Convention Bureau Board meeting, the
TRIDEC Board of Directors meeting and the Hanford Communities Governing Board
meeting.
Mr. Martinez attended the Park and Recreation Advisory Board meeting, the Tri- Cities
Regional Public Facilities District Construction Committee meeting, the Cinco De Mayo
Celebration and the Hispanic Academic Achievers Program Awards.
Mr. Yenney attended the Road 68 Improvements Open House, commented on the
landscaping at the Steptoe Rd. extension in Kennewick and noted May 13 -17 is
Candidate Filing Week.
Mr. Hoffmann reported on the Franklin County Mosquito Control District meeting.
Ms. Francik attended the Road 68 Improvements Open House, the Tri-Cities Regional
Public Facilities District Construction Committee meeting and the Tri- Cities Evolution
discussion.
Mayor Watkins attended the Cinco de Mayo Celebration and reported on a tour of Zen -
Noh Hay Co. at the Port of Pasco.
HEARINGS AND COUNCIL ACTION ON ORDINANCES AND RESOLUTIONS
RELATING THERETO:
Street Vacation (MF #VAC2011 -008) Portions of East Lewis Place from Heritage
Blvd to SR -12.
Mr. White explained the details of the proposed street vacation.
MAYOR WATKINS CONTINUED THE PUBLIC HEARING TO CONSIDER THE PROPOSED
VACATION.
FOLLOWING THREE CALLS FOR COMMENTS, EITHER FOR OR AGAINST, AND THERE BEING
NONE, MAYOR WATKINS DECLARED THE PUBLIC HEARING CLOSED.
MINUTES
REGULAR MEETING PASCO CITY COUNCIL MAY 6, 2013
Ordinance No. 4102, an Ordinance vacating portions of East Lewis Place.
MOTION: Ms. Francik moved to adopt Ordinance No. 4102, vacating portions of East
Lewis Place and, further, authorize publication by summary only. Mr. Garrison seconded.
Motion carried unanimously.
ORDINANCES AND RESOLUTIONS NOT RELATING TO HEARINGS:
Ordinance No. 4103, an Ordinance prohibiting parking on various streets,
amending Section 10.56.080 of the Pasco Municipal Code; and permitting limited
time (two -hour) parking on various streets, amending Section 10.56.110 of the Pasco
Municipal Code.
Council and staff discussed the details of the proposed parking ordinance.
MOTION: Ms. Francik moved to adopt Ordinance No. 4103, adding parking restrictions
on certain streets and, further, to authorize publication by summary only. Mr. Martinez
seconded. Motion carried unanimously.
Ordinance No. 4104, an Ordinance concerning wages for Temporary Non -
Management, Non - Represented Personnel.
Council and staff discussed the details of the proposed ordinance.
MOTION: Ms. Francik moved to adopt Ordinance No. 4104, revising the Temporary
Employee Wage Plan for calendar year 2013 and, further, to authorize publication by
summary only. Mr. Hoffmann seconded. Motion carried unanimously.
Resolution No. 3470, a Resolution accepting the Planning Commission's
recommendation and approving a special permit for the location of a temporary
cellular tower at 6600 Burden Boulevard.
Mr. White explained the details of the special permit.
MOTION: Ms. Francik moved to approve Resolution No. 3470, approving the special
permit for the location of a temporary cellular tower at 6600 Burden Boulevard as
recommended by the Planning Commission. Mr. Garrison seconded. Motion carried
unanimously.
UNFINISHED BUSINESS:
Reconsider Street Vacation.
MOTION: Mr. Larsen moved to reconsider Street Vacation (MF #VAC2013 -001) from
the April 15, 2013 meeting. Mr. Yenney seconded.
Council and staff discussed the details of the vacation.
Motion failed by the following Roll Call vote: Yes — Yenney, Larsen. No — Watkins,
Francik, Garrison, Hoffmann, Martinez.
MISCELLANEOUS DISCUSSION:
Mr. Crutchfield noted there will be an additional Park and Recreation Advisory Board
interview at the May 13 workshop meeting.
Mr. Hoffmann reported a citizen comment on the lack of advertising for TRAC events.
Mayor Watkins noted the `State of the Cities' event will be held May 22.
MINUTES
REGULAR MEETING PASCO CITY COUNCIL MAY 6, 2013
EXECUTIVE SESSION:
Council adjourned to Executive Session at 7:44 p.m. for approximately 20 minutes to
discuss acquisition of Real Estate with the City Manager and the City Attorney.
Mayor Watkins called the meeting back to order at 8:04 p.m.
ADJOURNMENT:
There being no further business, the meeting was adjourned at 8:04 p.m.
APPROVED:
Matt Watkins, Mayor
ATTEST:
Debra L. Clark, City Clerk
PASSED and APPROVED this 20th day of May, 2013.
10
MINUTES
SPECIAL MEETING PASCO CITY COUNCIL MAY 135 2013
CALL TO ORDER:
The meeting was called to order at 7:00 p.m. by Matt Watkins, Mayor.
ROLL CALL:
Councilmembers present: Rebecca Francik, Michael Garrison, Saul Martinez, Matt
Watkins, Robert Hoffmann, Tom Larsen and Al Yenney.
Staff present: Gary Crutchfield, City Manager; Lee Kerr, City Attorney; Rick Terway,
Administrative & Community Services Director; Rick White, Community & Economic
Development Director; Ahmad Qayoumi, Public Works Director; Bob Gear, Fire Chief;
and Bob Metzger, Police Chief.
The meeting was opened with the Pledge of Allegiance.
3. BUSINESS ITEM FOR DISCUSSION:
PUBLIC MEETING — POWERLINE ROAD IMPROVEMENTS PROJECT NO. C5 -ST-
3A-12-52:
(a) Powerline Road Improvements Project No. C5- ST- 3A- 12 -52:
Mr. Qayoumi explained the project involves the installation of a 28' wide core road, with
curb and gutter on the southside from the intersection of Broadmoor Boulevard to Road
68. The project was advertised on April 14, 2013 and March 21, 2013 with a bid
opening on May 1, 2013. On May 1, 2013, the City received nine (9) bids for the
project. The low bid was received from Big D's Construction of Tri- Cities, Inc. in the
amount of $917,622.60. On May 3, 2013, the City received a Notice of Protest from
Inland Asphalt Company (Second Low Bidder) challenging the award of the bid.
Mr. Lee Kerr, City Attorney explained his opinion of the law permits the City to proceed
with the proposed bid award and noted that as of 5:00pm this day the City had not
received a Restraining Order to prevent the City from proceeding.
MOTION: Ms. Francik moved to award the low bid for the Powerline Road Improvements
Project to Big D's Construction of Tri - Cities, Inc, in the amount of $917,622.60 and, further,
authorize the Mayor to sign the contract documents. Mr. Martinez seconded.
Council discussion continued.
Roll Call vote: Motion passed unanimously.
ADJOURNMENT:
There being no further business, the meeting was adjourned at 7:07 p.m.
APPROVED:
Matt Watkins, Mayor
ATTEST:
Debra L. Clark, City Clerk
PASSED and APPROVED this 20th day of May, 2013.
3(a).2
CITY OF PASCO
Council Meeting of: May 20, 2013
Accounts Payable Approved
The City Council
City of Pasco, Franklin County, Washington
We, the undersigned, do hereby certify under penalty of perjury that the materials have been furnished, the
se s rendered or the labor performed as described herein and that the claim is a just, due and unpaid
obligation sins a city and that we are authorized to authenticate and certify to said claim.
Dunyele Mason, Oinance Services Manager
We, the undersigned City Councilmembers of the City Council of the City of Pasco, Franklin County, Washington, do
hereby certify on this 20 day of May, 2013 that the merchandise or services hereinafter specified have been received:
Check Numbers and 192868 - 193109 In The Amount Of: $ 1,049,356.21
Electronic Funds Transfers: 1319, 1320, 1321
Electronic Funds Transfers: 15001, 15019, 15020 In The Amount Of: $ 56,872.99
(Journal Entries) 15029 Combined total of $1,106,229.20
Councilmember
GENERALFUND:
Legislative
Judicial
Executive
Police
Fire
Administration & Community Services
Community Development
Engineering
Non - Departmental
Library
TOTAL GENERAL FUND:
Councilmember
SUMMARY OF CLAIMS BY FUND:
STREET
ARTERIAL STREET
STREET OVERLAY
C. D. BLOCK GRANT
HOME CONSORTIUM GRANT
NSP GRANT
KING COMMUNITY CENTER
AMBULANCE SERVICE
CEMETERY
ATHLETIC PROGRAMS
GOLF COURSE
SENIOR CENTER OPERATING
MULTI MODAL FACILITY
SCHOOL IMPACT FEES
RIVERSHORE TRAIL & MARINA MAIN
LITTER CONTROL
REVOLVING ABATEMENT
TRAC DEVELOPMENT & OPERATING
PARKS
ECONOMIC DEVEL & INFRASTRUCT
GENERAL CAP PROJ CONSTRUCTION
WATERISEWER
EQUIPMENT RENTAL - OPERATING GOVERNMENTAL
EQUIPMENT RENTAL - OPERATING BUSINESS
EQUIPMENT RENTAL - REPLACEMENT GOVERNMENTAL
EQUIPMENT RENTAL - REPLACEMENT BUSINESS
MEDICAL /DENTAL INSURANCE
CENTRALSTORES
PAYROLL CLEARING
LID CONSTRUCTION
PUBLIC FACILITIES DIST
TRI CITY ANIMAL CONTROL
SENIOR CENTER ASSOCIATION
GRAND TOTAL ALL FUNDS:
228,554.59
121,758.00
72.00
0.00
535.34
0.00
0.00
0.00
$ 11106,229.20
3(b)ul
FOR:
TO:
FROM:
SUBJECT:
I.
II.
III.
IV.
AGENDA REPORT
City Council DATE: May 15, 2013
Gary Crutchfie i Manager REGULAR: May 20, 2013
Rick Terway, dmmistrative & Com Services Director
Dunyele Maso , Financial Services Manager `� �
BAD DEBT WRITE -OFF'S /COLLECTION.
REFERENCE (S):
Write -off and collection lists are on file in the Finance Department,
ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
MOTION: I move to approve bad debt write -offs for utility billing, ambulance, cemetery, general
accounts, miscellaneous accounts, and Municipal Court (non - criminal, criminal, and
parking) accounts receivable in the total amount of $147,018.23 and, of that amount,
authorize $98,241.70 be turned over for collection.
HISTORY AND FACTS BRIEF:
1. 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
.00
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.
7. MISCELLANEOUS - 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
$
.00
.00
.00
Ambulance
$
48,776.53
175307.70
66,084.23
Court A/R
$
.00
80,714.00
80,714.00
Code Enforcement
$
.00
.00
.00
Cemetery
$
.00
.00
.00
General
$
.00
.00
.00
Miscellaneous
$
.00
220.00
220.00
TOTAL: $ 48,776.53 98,241.70 147,018.23
ADMINISTRATIVE ROUTING:
cc: Dot French, Municipal Court Clerk
3(b)a2
FOR: City
TO:
FROM:
SUBJECT:
I.
II.
III,
IV
V
AGENDA REPORT
May 9, 2013
Gary Crutchfty Manager Workshop Mtg.: 5/13/13
Rick
I`4 U RegularMtg.: 5 /20/13
White, �J
Community & Economic Development Director C
Franklin County Affordable Housing Interlocal Agreement (MF# AGRMT2013 -003)
REFERENCE(S):
1. May 1,2013 letter from Benton Franklin Counties Department of Human Services
2. Draft First Amendment to the Interlocal Cooperation Agreement
3. Underline and strikeout summary of the proposed revisions
4. Proposed Resolution
ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
5/13/13: DISCUSSION:
5/20/13: MOTION: I move to approve the First Amendment to the Interlocal
Cooperation Agreement and Bylaws with Franklin County,
Connell, Mesa and Kahlotus for the purpose of administering HB
2060 generated surcharge funds for housing programs and
further, authorize the Mayor to sign the Amendment.
FISCAL IMPACT
None
HISTORY AND FACTS BRIEF:
A. In April 2002, the State Legislature approved Substitute House Bill (HB) 2060 which
authorized a $10.00 surcharge for certain recorded documents. The "Affordable Housing
for All Surcharge" is to be used for eligible housing activities that serve extremely low
and very low income households.
B. The existing Interlocal Agreement with Benton Franklin Counties Department of Human
Services (DHS) was approved by Council in September of 2011 and signed by the
Franklin County Commissioners in October of 2011. Under the terms of the Interlocal
Agreement, DHS administers and monitors the Agreement and the dispersal of housing
funds on behalf of the County.
C. A Surcharge Oversight Committee composed of nine (9) representatives, appointed by
the member Cities and Franklin County, provides recommendations on the use of the
collected funds.
D. Recommendations of the Committee are presented to the Franklin County Board of
Commissioners to make final funding decisions. If the Commissioners vote contrary to
the recommendation of the Committee they must support that decision with findings.
DISCUSSION:
A. The Amendment to the Interlocal Agreement corrects a typographic error in "Section 4.
Administration" by replacing `DSHS" with "DHS."
B. The Amendment also revises the Bylaws "Section B. Fund Availability" to establish a
process for publication of an additional Request for Proposals under certain
circumstances, such as rejection of all applications, failure to award all funds or failure to
meet identified needs in the community.
C. Staff has reviewed the proposed Amendments and recommends Council approval.
3(e)
BENTON AND FRANKLIN COUNTIES
DEPARTMENT OF HUMANS �E-
May 1, 2013 Pasco 010 Hall
RECEIVED
Matt Watkins, Mayor
City of Pasco MAY 0 3 2013
525 N. 3rd Ave.
Pasco, WA 99301 City Manue b 3e8
Re: First Amendment to Franklin County Affordable Housing Interlocal Agreement � �=
Dear Mayor Watkins,
The Franklin County Affordable Housing (2060) Interlocal Agreement was originally signed on October
12, 2011 for a term of five (5) years.
As you may be aware, funds for the 2060 Affordable Housing Agreement are from certain documents
recorded with County Auditors office for the purpose of providing funds for affordable low- income
housing. Recently, there was a request made by Franklin County Commissioner Peck to amend the 2060
Affordable Housing Interlocal Agreement. A First Amendment to the current Interlocal Agreement was
approved to from by Franklin County Deputy Prosecuting Attorney, Ryan Verhulp. The changes that
were made are as follows:
1. Section 4. Administration, (a), 4. was replaced in its entirety to read:
4. The Administrator of DHS or designee, as a non - voting member ex- officio.
2. Section B. Fund Availability, first bullet point of the First Amended EXHIBIT A to SHB 2060 -
Interlocal Agreement was replaced in its entirety to read:
On an annual basis, the Benton and Franklin Counties Department of Human Services
shall on behalf of the Oversight Committee (hereinafter Committee), publish a Request
for Proposals (RFP) through its established methods. Should the RFP process result in a
rejection of all applications, fail to award all available funds, or fail to meet identified
needs in the community, the Benton and Franklin Counties Department of Human
Services may publish additional Request for Proposals within that year which must be
reviewed by the Committee.
Please review the enclosed final and approved drafts of the First Amendment to the Franklin County
Affordable Housing (2060) Interlocal Agreement, and First Amended EXHIBIT A to SHB 2060 -
Interlocal Agreement documents, sign and return all three of the original signature pages to the Benton
and Franklin Counties Department of Human Services, so that we may proceed with the execution of the
First Amended Franklin County Affordable Housing (2060) Interlocal Agreement. Please do not hesitate
to contact me of you have any further questions on this process.
Sincerely, j
6-La.c
Tracy Diaz U
Deputy Administrator
ED THORNBRUGH, ADMINISTRATOR
7102 WEST OKANOGAN PLACE, SUITE 201 ♦ KENNEWICK, WA 99336
PHONE (509) 783 -5284 ♦ FAX (509) 783 -5981
FIRST AMENDMENT TO
INTERLOCAL AGREEMENT BETWEEN THE COUNTY OF FRANKLIN AND: THE
CITY OF CONNELL, THE CITY OF KAHLOTUS, THE CITY OF MESA, AND THE
CITY OF PASCO ADMINISTERING FUNDS GENERATED THROUGH THE
AFFORDABLE HOUSING FOR ALL SURCHARGE
RCW 36.22.178
This First Amendment is made and entered into by and between Franklin County,
a political subdivision of the State of Washington, hereinafter referred to as "COUNTY ",
with its principal offices at 1016 North Fourth Avenue, Pasco, Washington 99301; the
City of Connell, a municipal corporation with its principal offices located at 104 E.
Adams Street, Connell, Washington 99326; the City of Kahlotus, a municipal
corporation with its principal offices located at E. 130 Weston, Kahlotus, Washington
99335; the City of Mesa, a municipal corporation with its principal offices located at 103
Franklin Street, Mesa, Washington 99343; and the City of Pasco, a municipal
corporation with its principal offices located at 525 North Third, Pasco, Washington
99301, hereinafter collectively referred to as "CITIES ".
In consideration of the mutual benefits and covenants contained herein, the
parties agree that their Interlocal Agreement, numbered as Franklin County Resolution
No. 2011 346 and executed on October 12, 2011, Sec. 4., Administration, shall be
amended and replaced in its entirety with the following Sec. 4, Administration; and the
attached hereto and incorporated herein by reference First Amended EXHIBIT A to SHB
— Interlocal Agreement shall replace in its entirety EXHIBIT A to SHB 2060 — Interlocal
Agreement:
Sec 4. Administration:
Recommendations for the allocation of COUNTY retained portions of the
Surcharge shall be made by the Surcharge Oversight Committee (hereinafter
"Committee "). All Committee members shall be elected or appointed officials, directors
or employees of the respective government entity which they represent. Each member
shall serve at the pleasure of the legislative body appointing them to the position, and
their terms shall not be limited or restricted in any other fashion. The Committee shall
discharge its duties pursuant to the terms of the Operating Bylaws attached as First
Amended Exhibit A and hereby adopted by reference. The members of the Committee
may change provisions of the Operating Bylaws by majority vote so long as such
changes are not contrary to law or to this Interlocal Agreement. All recommendations of
the Committee shall be presented by the Administrator of the Benton and Franklin
Counties Department of Human Services (hereinafter "DHS ") to the Franklin County
Board of Commissioners, who shall, by majority vote, make final funding decisions. If
the Franklin County Board of Commissioners votes in a manner contrary to the
recommendations by the Committee, then findings, on the record, shall be made to
support such a contrary vote.
Page 1 of 7
(a) The Committee
shall
be
composed of
the nine (9) representatives
appointed by the
Cities
and
Franklin County.
More
specifically:
1. The County Administrator for Franklin County or designee.
2. The City of Pasco shall appoint a minimum of one (1) up to a
maximum of four (4) representatives,
3. The Cities of Connell, Kahlotus, and Mesa shall each appoint one
(1) representative each to the Committee for a total of three (3).
4. The Administrator of DHS or designee, as a non - voting member ex-
officio.
The DHS shall be responsible for the administrative aspects of managing the
COUNTY retained portions of the Surcharge. These responsibilities shall include any
and all tasks associated with the funding source up to and including but not limited to:
managing the Interlocal Agreement, application, and Request for Proposals (RFP)
processes, providing technical assistance to interested applicants, administrative
support to the Oversight Committee during the process of applicant screening and
selection, administration of contracts necessary for selected projects. The initial 5% of
the surcharge permitted to be retained by COUNTY for administrative purposes shall be
allocated to DHS to help defray its expenses, including salaries of employees,
necessary in carrying out its responsibilities under this paragraph.
All awarded funds shall be disbursed pursuant to an appropriate contract
between the award recipient and COUNTY. Such a contract shall ensure that the
awarded funds are used solely for purposes permitted by RCW 36.22.178 and shall
provide mechanisms for COUNTY to recover the awarded funds if they are misused.
Except as expressly provided in this First Amendment, all other terms and
conditions of the original Interlocal Agreement, and subsequent amendments, addenda
or modifications thereto, remain in full force and effect.
The parties have caused this First Amendment to be signed as follows:
BOARD OF COUNTY COMMISSIONERS
FRANKLIN COUNTY, WASHINGTON
Rick Miller, Chair
Robert E. Koch, Chair Pro -Tem
Brad Peck, Member
Page 2 of 7
ATTEST
Clerk of the Board
APPROVED AS TO FORM:
Shawn P. Sant
Franklin County Prosecuting Attorney
Ryan E. Verhulp
Civil Deputy Prosecuting Attorney
Page 3 of 7
First Amended EXHIBIT A to SHB 2060 - Interlocal Agreement
Operating Bylaws for Interlocal Agreement
Franklin County
Oversight Committee
AFFORDABLE HOUSING FOR ALL FUND
Introduction
The provisions of Substitute House Bill 2060 became law in Washington State on June 13, 2002
and was amended in 2007 by House Bill 1359. This law, codified as RCW 36.22.178, created
a document recording surcharge (hereinafter "Surcharge ") on certain documents to be utilized
for low- income housing for those individuals with incomes at or below fifty percent (50 %) of the
average area median income. E2SHB 1359 added language to the legislation that a priority for
these funds be given to eligible housing activities that serve extremely low- income households
with income at or below thirty percent (30 %) of the area median income. The SHB 2060 fund
enables housing to be affordable to a broader range of very low- income households than would
be possible without such subsidies. Administration of the fund is shared between local
governments and the State. The local portion of 2060 funds is to be administered pursuant to
an Interlocal Agreement between the County and the Cities within the County and is entitled the
"Affordable Housing for All Fund" (hereinafter the "Housing Fund ").
A. Statutory Guidelines for Fund Dispersal
RCW 36.22.178, as amended by House Bill 1359 (2007), provides the following parameters on
the allocation of that portion of the Surcharge which is retained by the County:
"(2) The funds generated by this surcharge will be retained by the county and be
deposited into a fund that must be used by the county and its cities and towns for eligible
housing activities as described in this subsection that serve very low- income households
with incomes at or below fifty percent of the area median income. The portion of the
surcharge retained by a county shall be allocated to eligible housing activities that serve
extremely low and very low- income households in the county and the cities within the
county according to an interlocal agreement between the county and the cities within the
county consistent with countywide and local housing needs and policies. A priority must
be given to eligible housing activities that serve extremely low- income households with
incomes at or below thirty percent of the area median income. Eligible housing activities
to be funded by these county funds are limited to:
(a) Acquisition, construction, or rehabilitation of housing projects or units within housing
projects that are affordable to very low- income households with incomes at or below fifty
percent of the area median income, including units for homeownership, rental units,
seasonal and permanent farm worker housing units, and single room occupancy units;
(b) Supporting
building
operation and
maintenance costs of housing
projects or units
within housing
projects
eligible to receive housing trust funds, that are affordable to very
low- income households
with incomes
at or below fifty percent of the
area median
Amended Exhibit A
Attachment to SHE 2060
Interlocal Agreement
Franklin County
income, and that require a supplement to rent income to cover ongoing operating
expenses;
(c) Rental assistance vouchers for housing units that are affordable to very low- income
households with incomes at or below fifty percent of the area median income, to be
administered by a local public housing authority or other local organization that has an
existing rental assistance voucher program, consistent with or similar to the United
States department of housing and urban development's section 8 rental assistance
voucher program standards; and
(d) Operating costs for emergency shelters and licensed overnight youth shelters."
B. Fund Availability
❖ On an annual basis, the Benton and Franklin Counties Department of Human Services shall
on behalf of the Oversight Committee (hereinafter Committee), publish a Request for
Proposals (RFP) through its established methods. Should the RFP process result in a
rejection of all applications, fail to award all available funds, or fail to meet identified needs in
the community, the Benton and Franklin Counties Department of Human Services may
publish additional Request for Proposals within that year which must be reviewed by the
Committee.
Applications will be distributed to all parties requesting them and be collected for
consideration of funding awards.
❖ The application format for funding from the Housing Fund shall be the same as is used by
the State of Washington, Housing Trust Fund or subsequently modified version(s)
containing the same detailed information.
C. Eligible Recipients
Eligible recipients of the funding from the Housing Fund shall be certified non - profit agencies
or providers of affordable housing, Cities, Towns, the County, and for - profit developers.
D. Housing Fund Distribution
The funds shall be included in the annual NOFA process addressing the categories of need
enumerated herein:
The acquisition, rehabilitation and /or new construction of housing projects or
units within housing projects that serve clients who have incomes at or below
50% of the Median income, based on current HUD income guidelines for the
Benton and Franklin Counties - Metropolitan Statistical Area (MSA).
2. Operating and maintenance costs for housing that is in compliance with RCW
36.22.178. [Applicants shall be strongly encouraged to apply to the Washington
State Department of Commerce for these dedicated funds if the project is
submitting an application to the Housing Trust Fund as well as for local funds.)
Amended Exhibit A
Attachment to SHB 2060
Interlocal Agreement
Franklin County
3. Rental Assistance vouchers for housing projects or units within housing projects
that are at or below 50% of median based on the current HUD income guidelines
for the Benton and Franklin Counties MSA and administered by a local housing
authority or other local organization that has an existing or newly created HUD
recognized rental assistance voucher program consistent with HUD Section 8
unless the project is serving homeless persons, or persons at risk for
homelessness, or households below thirty percent (30916) of the area median
income; and
4. Operating costs for emergency shelters and licensed overnight
youth shelters that are in compliance with RCW 36.22.178 and WAC 388 -160.
E. Availability of Applications: (Tentative Program Dates)
Applications Available:
August
Applications Due:
October
Application Review
October
Committee Review of Successful Applicants
November
Decisions announced by:
December
Funds Available * *:
January**
** After Contracts/Agreements have been approved
and signed).
F. Reporting Requirements:
Recipients of the funding from the Surcharge shall provide quarterly updates and annual reports
detailing their use of funds on a format acceptable to the Benton and Franklin Counties
Department of Human Services. The Department shall in turn provide a written report detailing
the uses to which the funds were put and disseminate the same to members of the Committee
on an annual basis, or as requested by Committee members.
G. Terms and Conditions of Funding:
Funding generally should not be awarded for predevelopment funding purposes except
where a majority of the committee finds special and compelling reasons why
predevelopment funding is of particular benefit in a particular case. In such cases, funding
shall not be made unless a majority of the committee enters or adopts specific factual
findings that demonstrate the benefits presented by the predevelopment funding. Such
factual findings shall be retained in the official records of Committee proceedings kept on
behalf of the Committee by DHS, and shall be available for public inspection or copying
pursuant to the Public Records Act, RCW 42.56 et seq, as then existing.
Funding commitments from the Housing Fund can be made but commitments from other
sources shall be obtained prior to disbursement of funds from the Housing Fund. Applicants
must obtain funding commitments within 2 years, unless the Steering Committee elects to
waive this requirement having been petitioned by the applicant due to a financially minor
project proposal.
Amended Exhibit A
Attachment to SHB 2060
Intedocal Agreement
Franklin County
Terms and conditions of funding, consistent with state and federal laws shall be
implemented into funding contracts which shall, at a minimum, state the allowable purposes
for the funding, provide for complete cooperation by the recipient with oversight and audits
by the Benton and Franklin Counties DHS, repayment terms, if any, and applicable time
lines and time frames for use of funds. Such contracts shall be by and between Franklin
County and the recipient and no funds may be disbursed prior to the execution of such
contracts. For purposes of this provision, the incurring of costs by a potential recipient, with
the expectation that such costs will be defrayed by funding, constitutes disbursement of
funds.
All projects shall be evaluated for the ability to repay the investment of the Affordable
Housing funding. The evaluation shall be based on the information provided in the
application such as overall agency budget, amount of matching or leveraged funds, and
amount of funding requested versus total project development costs. Projects shall not rely
solely upon Affordable Housing funds for completion.
Funding applicants shall be thoroughly reviewed and screened by the Committee with the
assistance of DHS, and factors, bearing on the applicant's suitability for funding of this
nature, shall be considered in addition to the amount of funding and the nature of the
project. Information necessary to consider such factors may be obtained directly from
funding applicants by way of application forms or similar documents, or by other such
background investigation as Committee members see fit. Such factors shall include, but
need not be limited to:
S Experience and capacity of applicant for affordable housing projects;
❖ Whether or not applicant has defaulted on any provision of affordable housing related
loans or grants in the past, including paying "opt out" or "buy out" penalties to avoid a
default in any project in order to avoid keeping such project "affordable" for a given
period of time. Such applicants generally should be disqualified, absent
compelling reasons why they are the only appropriate funding recipient for a
necessary project.
❖ The fiscal strength of the applicant to include a review of recent fiscal audits, ability of
the agency to leverage additional funds, and creditworthiness;
• :• Reputation, experience and fiscal strength of any major partners;
Terms and conditions of funding shall be reduced to a written contract, to be executed
between Benton and Franklin DHS on behalf of Franklin County and the funding recipient.
Such written contract shall, at a minimum, address the following:
❖ Minimum period of time which the funding recipient must maintain the anticipated project
in "affordable" status. This period of time shall be determined by the Committee on a
project by project basis with guidance and recommendations provided by the
Administrator of Benton and Franklin DHS or designee;
ev Time frame for construction /rehabilitation and subsequent occupancy;
Amended Exhibit A
Attachment to SHB 2060
merlocal Agreement
Franklin County
Number and type of units to be made available as "affordable' units;
�e On a project -by- project basis, the Committee shall determine the best funding vehicle to
utilize so as to conserve the renewability of the funding, discourage misuse of funds,
encourage geographic and jurisdictional equity, and abide by the intent of the authorizing
statute. These vehicles include, but are not limited to: 0% interest loans, grants, and
providing matching funds to qualify an applicant for funding from another government or
private source;
H. Measurement System for Allocating Revenue:
The funding available in each round shall be determined by the amount collected in the fund on
the month ending prior to application availability less any prior funding commitments.
1, Default by Housing Fund Recipient:
All funding contracts shall have a mechanism by which Franklin County may recover any
misappropriated or misused funds, along with an agreed upon amount of liquidated damages to
compensate for consequential damages which may include the opportunity cost and time value
of the money misappropriated or misused.
K. Geographic Equity:
The Committee shall be responsible for making certain that funds are distributed in a manner
that provides long -term geographic equity. The overall intent is to insure overtime that all areas
of Franklin County receive appropriate levels of funding through this initiative where possible.
L. Subsidy Per Unit:
The amount of funding per housing unit shall be set by the Benton and Franklin County
Department of Human Services at a rate consistent with rates employed by other similar fund
sources within the surrounding geographic area and best available information from local and
federal resources. A unit shall be defined as a single - family home or a single apartment of any
size in a multi - family complex. For example, a single - family duplex would be considered two (2)
units.
M. Project Monitoring:
The Benton and Franklin Counties Department of Human Services shall monitor all projects and
associated funding contracts for compliance with the funding terms and conditions.
Amended Exhibit A
Attachment to SHB 2060
Interlocal Agreement
Franklin County
Summary of Proposed Revisions
Interlocal Agreement
See 4. Administration:
Recommendations for the allocation of COUNTY retained portions of the Surcharge shall be made
by the Surcharge Oversight Committee (hereinafter "Committee "). All Committee members shall be
elected or appointed officials, directors or employees of the respective government entity which they
represent. Each member shall serve at the pleasure of the legislative body appointing them to the
position, and their terms shall not be limited or restricted in any other fashion. The Committee shall
discharge its duties pursuant to the terms of the Operating Bylaws attached as Exhibit A and
hereby adopted by reference. The members of the Committee may change provisions of the Operating
Bylaws by majority vote so long as such changes are not contrary to law or to this ]nterlocal Agreement.
All recommendations of the Committee shall be presented by the Administrator of the Benton and
Franklin Counties Department of Human Services (hereinafter "DHS ") to the Franklin County Board
of Commissioners, who shall, by majority vote, make final funding decisions. If the Franklin
County Board of Commissioners votes in a manner contrary to recommendations by the Committee, then
findings, on the record, shall be made to support such a contrary vote.
(a) The Committee shall be composed of the nine (9) representatives to be appointed by the
Cities and Franklin County. More specifically:
1. The County Administrator for Franklin County or designee,
2. The City of Pasco shall appoint a minimum of one (1) up to a maximum of four
(4) representatives,
3. The Cities of Connell, Kahlotus, and Mesa shall each appoint one (1)
representative each to the Committee for a total of three (3),
4. The Administrator of DSHS or designee, as a non - voting member ex officio.
Bylaws
B. Fund Availability
❖ On an annual basis, the Benton and Franklin Counties Department of Human Services shall on
behalf of the Oversight Committee (hereinafter Committee), publish a Request for Proposals
(RFP) through its established methods.
eategsr-y;
^y pel4ifteflt ififeRnation related tP the °OmPe`- - [nv0000mmc
of deeisiexs. Should the RFP process result in a rejection of all applications fail to award all
available funds, or fail to meet identified needs in the community, the Benton Franklin
Department of Human Services may Publish additional Request for Proposals within that year
which must be reviewed by the Committee
RESOLUTION NO.
A RESOLUTION APPROVING AN AMENDMENT TO THE INTERLOCAL
AGREEMENT BETWEEN THE CITIES AND FRANKLIN COUNTY FOR
ADMINISTRATION OF THE HB2060 AFFORDABLE HOUSING FOR ALL FUND
WHEREAS, the Substitute House
Bill 2060
authorizes
a document
surcharge which is
used to address housing issues for low and
extremely
low income
households;
and
WHEREAS, the Benton Franklin Counties Department of Human Services administers
the Interlocal Agreement and funding process for equitable distribution of the local portion of the
surcharge funds; and
WHEREAS, the First Amendment to the Interlocal Agreement provides an option for
better meeting local housing needs within the community; and
WHEREAS, the City supports County efforts to improve housing availability in Franklin
County, NOW THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO:
Section 1. That the City Council approves the First Amendment to the Interlocal
Agreement with Franklin County for administering Affordable Housing for All Funds, and
authorizes the Mayor to sign the Agreement.
PASSED by the City Council of the City of Pasco this day of 2013.
Matt Watkins
Mayor
ATTEST:
Debra L. Clark
CMC City Clerk
APPROVED AS TO FORM:
Leland B. Kerr
City Attorney
AGENDA REPORT NO. 15
FOR: City Council May 7, 2013
TO: Gary Crutchfie i Manager
FROM: Ahmad Qayo ', Public Works Director Workshop Mtg.: 5/13/13
Regular Mtg.: 5/20/13
SUBJECT: Professional Services Agreement for Water Resources Plan
I. REFERENCE(S):
1. Professional Services Agreement Summary
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
5113: Discussion
5/20: MOTION: I move to approve the Professional Services Agreement with
Murray Smith and Associates for Water Resources Plan in the
amount of $81,465 and further, authorize the City Manager to
sign the agreement.
In. FISCAL IMPACT:
Water Fund $31,465
Irrigation Fund $5000
IV. HISTORY AND FACTS BRIEF:
A) The City owns and operates two water systems; one for domestic use and one for
irrigation use. These systems are supplied by surface and ground water and include a
surface water intake from the Columbia River, a system of 10 wells, with associated
pumping and treatment equipment.
B) The irrigation system has grown to include ten well sites, one river pump station, and
a three million gallon standpipe, and now serves over 6,000 residential customers. In
addition to the residential water users, the system also supplies irrigation for a soccer
complex, five residential parks, two schools, and numerous landscaping areas
maintained by the City. Service is provided from April through October.
C) For the domestic system, the City owns 7,849 acre feet of water rights and another
1,810 under the Quad Cities Water Rights Permit. The City typically utilizes 13,400
acre feet of water annually. Ecology has committed to provide an additional 4,500
acre feet of water right through the Quad Cities Water Rights Permit, but that amount
provides limited growth potential. The goal of the study is to determine how to best
utilize limited water rights to meet future needs.
D) Staff requested proposals from qualified consultants to prepare a Water Resources
Plan to provide guidance towards achieving optimized utilization of limited water
Resources in support of the City's growth and development objectives (Council goals
for 2012 -2014)
V. DISCUSSION:
A) The Water Resources Plan will consider both the domestic and irrigation systems in
their current and future cases. This plan will be based upon a relevant and
appropriate planning horizon as developed by the consultant and the City including
the following elements:
System Capacity
— for both the
domestic and
irrigation systems.
The
sources and
uses of water will
be enumerated
and discussed
for the current and
future
cases. Uses
3(f)
of water will be described and quantified in terms of user classification consistent
with City planning and development objectives showing the best utilization of the
current drinking and irrigation water rights. The City has completed a Water Master
Plan that was adopted by the City Council in 2011 that has a projection of the future
needs and an outlined Capital Improvements list for water needs of future and current
growth.
• Water Conservation — the project will provide a review of water conservation
practices, which may include conservation rate structures, implementation of
landscaping codes, programmatic citizen conservation programs, etc. while focusing
on the items discussed in the Water Master Plan adopted in 2011.
• Provision of Service — the City currently provides water to a wide variety of users
subject to various agreements regarding transfers and assumptions of water rights.
The plan will evaluate and develop a Best Practices recommendation for the ongoing
provision of water to specific user classes as determined during the project. This may
include strategies for ongoing provisions of water outside City limits, water provision
strategies that reinforce development objectives, and the like.
• Capital Growth — the plan will provide a generalized approach for the systematic
growth of the irrigation system consistent with the needs of the future case as
described above. A preliminary program timeline and costs will be prepared using
economic assumptions developed with the City.
• Well Assessment and Rehabilitation — the plan will also include the development of
a methodology for assessing the City's existing irrigation wells, as well as a
replacement and rehabilitation strategy.
• Hydraulic System Modeling — In order to properly plan for the growth of the
irrigation system, the plan will include the development and calibration of appropriate
hydraulic system models for any distinct irrigation water distribution system. The
model will meet the following objectives: identification of system deficiencies;
determination of the adequacy of the system's storage capacity; analysis of corrective
improvements; and identifying potential for future system expansion.
B) In February of 2013, Staff issued a Request for Proposal for the Water Resources Plan.
On March 11, 2013, City received proposals from three consultants. After conducting
interviews, the interview panel chose Murray Smith and Associates to be the most
qualified. Staff recommends approval of the professional services agreement with
Murray Smith and Associates in the amount of $81,465. The plan is expected to be
complete by year end.
Professional Services Agreement
(Summary Sheet)
Project: Water Resources Plan
Consultant: Murray Smith and Associates
Address: 1145 Broadwgy Plaza, Suite 1010, Tacoma WA 98402
Scope of Services:
Evaluate current water rights, system demands, and system capacity,
11 Develop an irrigation system hydraulic model.
Identify water system deficiencies and opportunities for expansion.
E Identify potential conservation measures.
❑ Summarize water system policies and identify areas of improvement.
11 Complete a desktop groundwater well condition and planning assessment.
11 Develop and document a complete water resources plan.
❑ Present completed work in the form of the following final documents:
• Irrigation system master plan
• Water resources management plan with executive summary
Term: May 20, 2013 Completion Date: December 31, 2013
Payments to Consultant:
❑ Hourly Rate: $
Z Fixed Sum of: $81,465
❑ Other:
Insurance to be Provided:
1. Commercial General Liability:
❑ $1,000,000 each occurrence;
❑ $2,000,000 general aggregate; or
® $ 1 Mil each occurrence; and $ 2 Mil general aggregate
2, Professional Liability:
0 $1,000,000 per claim;
❑ $1,000,000 policy aggregate limit; or
❑ $ per claim; and $ per policy aggregate limit
Other Information:
AGENDA REPORT NO, 23
FOR: City Council May 8, 2013
TO: Gary Crutchfi Manager
FROM: Ahmad QayoMii,ublic Works Director Workshop Mtg.: 05/13/13
Regular Mtg.: 05/20/13
SUBJECT: Traffic Signal Controller Replacement Plan
I. REFERENCE(S):
1. Amendment No. 1 to Professional Services Agreement
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
5/13: Discussion
5/20: MOTION: I move to approve Amendment No. 1 to the Professional
Services Agreement with Kittelson & Associates, Inc., for the
the Traffic Signal Controller Replacement Plan, not to exceed
$30,000 and further, authorize the City Manager to sign the
agreement.
III. FISCAL IMPACT:
STP Funds $23,682
Local Funds $6,318
IV. HISTORY AND FACTS BRIEF:
A) In September 2012, Council approved an agreement with Kittelson and
Associates, Inc. in the amount of $19,972.97 to inventory, review conditions and
to identify options with respect to the City's traffic signals. Of the City's 50
signals, 41 are over 20 to 40 years of age with controllers that are so outdated they
can seldom be repaired if broken. Kittelson has now completed about 50% of the
contracted work.
V. DISCUSSION:
A) During the past few months (especially during storms) a number of signals were
lost, resulting in complaints from citizens.
B) Additional STP funding has recently become available. The City has secured
additional funding in the amount of $23,682 with a City match of $6,318. The
additional funding of $30,000 can be used to provide communication plans and
specifications for new controllers; design implementation allowing staff to have
remote access for single diagnosis and updates; and to allow Police access to turn
signals to emergency flashing mode.
C) Staff recommends approval of Amendment No. i to the Professional Services
Agreement with Kittelson & Associates, Inc, to accomplish the additional
consulting work.
3(g)
AMENDMENT NUMBER 1 to
PROFESSIONAL SERVICES AGREEMENT
WHEREAS, the City and Kittelson and Associates, Inc. entered into a Professional
Services Agreement on September 12, 2012, to provide engineering and consulting services with
respect to Traffic Signal Controller Replacement Plan (Mini Master Plan).
NOW, THEREFORE, this agreement is amended to allow Kittelson and Associates, Inc.
to provide additional engineering services as described on Exhibit A.
Scone of Work:
Scope of work includes additional professional services required for to provide
communication plans and specifications for new controllers; design implementation
allowing staff to have remote access for single diagnosis and updates; and to allow
Police access to turn signals to emergency flashing mode.
2. Fee:
The compensation for the work is based on a time and material basis not to exceed the
amount of $30,000.
Time of performance:
The services shall be complete for the project on or before December 31, 2013.
DATED THIS DAY OF , 2013.
CITY OF PASCO: CONSULTANT — Kittelson and Associates, Inc.
Gary Crutchfield, City Manager Chris Brehmer, P.E. Principle Engineer
ATTEST:
Debbie Clark, City Clerk
Kittelson and Associates, Inc.
Amendment No. 1
Professional Services Agreement — Mini Master Plan
APPROVED AS TO FORM:
Leland B. Kerr, City Attorney
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT", made and entered into between the City of Pasco, hereinafter
referred to as the "City ", and YJttelsom & Associates, Inc. hereinafter referred to as the
"Consultant ".
WHEREAS, the City desires to engage the professional services and assistance of a
consulting firm to provide engineering and consulting services with respect to the Mini -
Master Plan.
NOW, THEREFORE, in consideration of mutual benefits accruing, it is agreed by and
between the parties hereto as follows:
i. Scope of work The scope of work shall include all services and material
necessary to accomplish the above mentioned objectives in accordance with Exhibit A.
2. Ownership and use of documents. All research, tests, surveys, preliminary data
and any and all other work product prepared or gathered by the Consultant in preparation for the
services rendered by the Consultant shall not be considered public records, provided, however,
that:
A. All final reports, presentations and testimony prepared by the Consultant
shall become the property of the City upon their presentation to and acceptance by the City and
shall at that date become public records.
B. The City shall have the right, upon reasonable request, to inspect, review
and, subject to the approval of the Consultant, copy any work product.
C. In the event that the Consultant shall default on this Agreement, or in the
event that this contract shall be terminated prior to its completion as herein provided, the work
product of the Consultant, along with a summary of work done to date of default or termination,
shall become the property of the City and tender of the work product and summary shall be a
prerequisite to final payment under this contract. The summary of work done shall be prepared at
no additional cost, if the contract is terminated through default by the contractor. If the contract
is terminated through convenience by the City, the City agrees to pay contractor for the
preparation of the summary of work done.
3. Payments. The Consultant shall be paid by the City for completed work for
services rendered under this Agreement as provided hereinafter. Such payment shall be full
compensation for work performed or services rendered and for all labor, materials, supplies,
equipment and incidentals necessary to complete the work.
A. Payment for work accomplished under the terms of this Agreement shall be
on a time and material basis as set forth on the fee schedule found in Exhibit A, provided, in no
event shall the payment for all work performed pursuant to this Agreement exceed the sum of
$19,972.97 without approval from the City,
B, All vouchers shall be submitted by the Consultant to the City for payment
pursuant to the terms of this Agreement. The City shall pay the appropriate amount for each
voucher to the Consultant. The Consultant may submit vouchers to the City monthly during the
progress of the work for payment of completed phases of the project. Billings shall be reviewed
in conjunction with the City's warrant process.
C. The costs records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the City for a period of three (3) years after final
payment. Copies shall be made available upon request.
4. Time of performance. The Consultant shall perform the work authorized by this
Agreement promptly and by February 28, 2013.
5. Hold harmless agreement. In performing the work under this contract, the
Consultant agrees to defend the City, their officers, agents, servants and employees (hereinafter
individually and collectively referred to as "Indemnitees "), from all suits, claims, demands,
actions or proceedings, and to the extent permissible by law, indemnify and hold harmless the
Indemnitees from:
A. All damages or liability of any character including in part costs, expenses
and attorney fees, based upon, any negligent act, error, or omission of Consultant or any person
or organization for whom the Consultant may be responsible, and arising out of the performance
of professional services under this Agreement; and
B. All liability, loss, damage, claims, demands, costs and expenses of
whatsoever nature, including in part, court costs and attorney fees, based upon, or alleged to be
based upon, any act, omission, or occurrence of the Consultant or any person or organization for
whom the Consultant may be responsible, arising out of, in connection with, resulting from or
caused by the performance or failure of performance of any work or services under this
Agreement, or from conditions created by the Consultant performance or non - performance of
said work or service.
6. General and professional liability insurance. The Consultant shall secure and
maintain in full force and effect during performance of all work pursuant to this contract a policy
of comprehensive general liability insurance providing coverage of at least $500,000 per
occurrence and $1,000,000 aggregate for personal injury; $500,000 per occurrence and aggregate
for property damage; and professional liability insurance in the amount of $1,000,000. Such
general liability policies shall name the City as an additional insured and shall include a
provision prohibiting cancellation of said policy, except upon thirty (30) days written notice to
the City. The City shall be named as the certificate holder on the general liability insurance.
Certificates of coverage shall be delivered to the City within fifteen (15) days of execution of this
Agreement.
7. Discrimination prohibited. Consultant shall not discriminate against any
employee or applicant for employment because of race, color, religion, age, sex, national origin
or physical handicap.
8. Consultant is an independent contractor. The parties intend that an independent
contractor relationship will be created by this Agreement. No agent, employee or representative
of the Consultant shall be deemed to be an agent, employee or representative of the City for any
purpose. Consultant shall be solely responsible for all acts of its agents, employees,
representatives and subcontractor during the performance of this contract.
9. City ,approval Notwithstanding the Consultant's status as an independent
contractor, results of the work performed pursuant to this contract must meet the approval of the
City.
10, Termination. This being an Agreement for professional services, either party
may terminate this Agreement for any reason upon giving the other party written notice of such
termination no fewer than ten (10) days in advance of the effective date of said termination.
11. Integration. The Agreement between the parties shall consist of this document and
the Consultant's proposal attached hereto. These writings constitute the entire Agreement of the
parties and shall not be amended except by a writing executed by both parties. In the event of
any conflict between this written Agreement and any provision of Exhibit A this Agreement
shall control.
12. Non - waiver. Waiver by the City of any provision of this Agreement or any time
limitation provided for in this Agreement shall not constitute a waiver of any other provision.
13. Non - assignable. The services to be provided by the contractor shall not be
assigned or subcontracted without the express written consent of the City.
14. Covenant ap_ainst contingent fees, The Consultant warrants that he has not
employed or retained any company or person, other than a bona fide employee working solely for
the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bona fide employee working solely for the Consultant, any fee,
commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or
resulting from the award of making of this contract. For breach or violation of this warranty, the
City shall have the right to annul this contract without liability or, in its discretion to deduct from
the contract price or consideration, or otherwise recover, the full amount of such fee,
commission, percentage, brokerage fee, gift, or contingent fee.
15. General Provisions. For the purpose of this Agreement, time is of the essence.
Should any dispute arise concerning the enforcement, breach or interpretation of this Agreement,
venue shall be placed in Franklin County, Washington, the laws of the State of Washington shall
apply, and the prevailing parties shall be entitled to its reasonable attorney fees and costs.
16. Notices, Notices to the City of Pasco shall be sent to the following address:
City of Pasco
P. O. Boa 293
Pasco, WA 99301
Notices to the Consultant shall be sent to the following address:
Kittelson & Associates, Inc.
610 SW Alder Street, Suite 700
Portland, OR 97205
Receipt of any notice shall be deemed effective three (3) days after deposit of written notice in
the U. S. malls, with proper postage and properly addressed,
DATED THIS r —� DAY OF K-2012
CITY OF PASCO
jj
ATTEST 1
i
be"ie Clark, City Clark
CONSULTANT
niitl bl�
Chris Brehmer, Principal Engineer
AP '.t 0.vv,VED AS TO FORM
Leland B. Kerr, City Attorney
Exhibit A
Scope for City of Pasco Signal & Communication Concept Plan ( "Mini- Master Plan ")
Review and comment on the existing conditions inventory/summary completed by City of Pasco
Staff.
Identify signal systems (hardware, software, communications) in use by neighboring agencies to
evaluate their experiences and potential for cross- Jurisdictlon communication or resource
sharing.
• WSDOT South Central Region
• Cities of Kennewick & Richland
Identify up to two options for signal hardware /software, assess pros and cons of each option
and provide a summary In tabular format to the City.
• Participate in a conference call with City staff to discuss the signal hardware /software options. A
recommendation will be identified based on the outcome of the conference call.
• Summarize communication options, including benefits and planning level costs, for
communications between traffic signals and to the traffic management center (TMC). This task
will focus on connections and mediums, not on specifics of sizing and exact equipment
locations. Refer to the contingency task for preliminary, design -level communications plan, if
desired. The following options will be reviewed:
o Peer- to- Peercorrldorcommunlcatlons: Identify up to two options for peer -to -peer
interconnect between signal controllers on each key corridor. The options are assumed
to include wireless and wired (copper or fiber).
o Local to TMC: Identify up to three options for communication systems from the
corridors /signals back to the TMC. It is assumed the options will be (1) fiber backhaul,
copper local communications with Ethernet switches to local, vs. (2) wireless central to
hub to local, or (3) a hybrid of the wireless, copper, and fiber.
Develop a concept -level implementation plan for upgrades and locations; along with planning -
level cost estimates & features summary for preferred signal hardware /software and
communications.
Summarize typical anticipated City staffing needs depending on the signal and communication
system selected.
Meet with City of Pasco staff in Portland to review the draft implementation plan elements
(assumes one meeting in Portland).
Provide guidance and mark ups to City to support City -led mapping /graphics illustrating concept
level communications options (up to 6 hours of support assumed).
Prepare a PowerPoint presentation summarizing the signal & communication concept plan
suitable for City Council use, outlining costs /benefits and options, as well as staff
recommendation, and next steps.
• Prepare for and attend a meeting in Pasco with City staff and support or lead a technical
summary presentation to the City Council. On the same day, complete a site visit to review
recommendations and implementation plan on the ground.
Contingency Tasks (Cost to be determined as needed)
Summarize and provide recommendation between up to 3 candidate signal software /hardware
traffic signal systems. This option should only be necessary if particular features desired by the
City are not available In their current traffic signal system or if the controller options being
evaluated do not include a central system that fully meets the potential needs of the City.
• Develop a formal communication infrastructure concept. This would Include an architecture
plan, concept communication design /routing plan to each major corridor; as well as
communication elements necessary to connect to the central signal office station and other
locations (such as the police) that may need a TMC terminal. This will require interactions with
City Information Technology and potentlally other service providers In Pasco.
• Development of a long -range Intelligent Transportation Systems (ITS) plan. This would include a
planning level review of potential locations for ITS devices such as variable message signs, pan-
tilt -zoom (PTZ) surveillance cameras, speed and travel time monitoring, etc.
Deliverable Option (* indicates recommended deliverables assumed in above scone):
*One Meeting in Portland — $1,200
*One Meeting in Pasco (2 KAI staff)— $4,000
Maps /Graphics — City to lead, KAI will provide guidance and red -line markups
*PowerPoint summary with maps /graphics (suitable for council)— $2,000
Summary technical memorandum (draft and final) - $4,000
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AGENDA REPORT
FOR: City Council May 6, 2013
TO: Gary Crutchfie Manager Workshop Mtg.: 5 /13/13
Regular Mtg.: 5/20/13
FROM: Stan Strebel, D uty City Manager 0;0
SUBJECT: Amendment to hiterlocal Agreement with Port of Walla Walla for Wastewater
Treatment and Disposal Services
L REFERENCE(S):
1. Proposed Amendment
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
5/13: Discussion
5/20: MOTION: I move to approve Amendment No. 1 to the Interlocal Agreement
with the Port of Walla Walla for Wastewater Treatment and
Disposal Services and, further, to authorize the Mayor to sign the
Agreement.
III. FISCAL IMPACT:
WPM
IV. HISTORY AND FACTS BRIEF:
A) Council approved the interlocal agreement in February 2012 with authorization
for the Mayor to sign the agreement when the conditions to establish the effective
date for the agreement had been met. This was done on May 7, 2012.
B) The agreement requires the Port to purchase the first block of treatment capacity
(100,000 gpd annual average flow) within one year of the effective date (May 7,
2012) but not later than June 30, 2013. The purchase price, adjusted per the
agreement for inflation, in 2013 is $912,600.
C) The Port and the City have worked diligently to design the best possible route and
to secure necessary easements. It appears that this work is now complete. The
Port is awaiting its final permit from State Department of Natural Resources,
which has advised, verbally, that the permit is forthcoming. The Port is also in
the process of preparing bid documents for the directional drilling required to
construct the sewer line under the river. The award of the bid will be conditional
on the DNR permit.
D) Given the remaining uncertainty with the DNR permit, the Port has requested a
short delay in the deadline for purchase of the first block of capacity — to
September 1, 2013. Staff feels the request is reasonable, under the circumstances,
and recommends approval.
V. DISCUSSION:
A) Approval of Amendment No. 1 will accommodate the Port if Council is agreeable
to the time extension.
3(h)
When recorded, please return to:
City of Pasco
Attn: Gary Crutchfield, City Manager
P. O. Box 293
Pasco, WA 99301
Amendment No. 1 to
City of Pasco
and
Port of Walla Walla
Interlocal Agreement for Waste Water Treatment and Disposal Services
THIS AMENDMENT TO THE INTERLOCAL AGREEMENT (the "Amendment') is
entered into by and between the City of Pasco, Washington a municipal corporation, herein
called the "City," and the Port of Walla Walla, Washington, a municipal corporation, herein
called the "Port," for the purpose of amending that certain Interlocal Agreement (the
"Agreement'), dated May 7, 2012 regarding wastewater treatment and disposal services in the
unincorporated Burbank area of Walla Walla County, Washington. The City and the Port are
each a "Party" and are collectively the "Parties" to this Amendment.
WHEREAS, the Parties entered into an Interlocal Agreement for wastewater and disposal
services on May 7, 2013; and
WHEREAS, the Parties desire to amend a section of the Agreement, extending the deadline
for the Port to make payment for the first block of wastewater treatment and disposal capacity;
and
NOW
THEREFORE,
in
consideration of
the foregoing recitals which are incorporated
herein, the
City and the Port
do
hereby mutually
consent and agree as follows:
SECTION 1. That Section 2 "Capacity Purchase Timing," of the Agreement shall be
amended to read as follows:
Section 2: Capacity Purchase Timing
A. The Port agrees to purchase the first block of treatment capacity M l-nft one year of4he
of eefi_ e date of this w by not later than June 38 September 1, 2013.
v-ozscocc .. ��, car
Failure by the Port to make the initial purchase as specified shall act to terminate this
Agreement.
Waste Water Treatment and Disposal Services Agreement — Amendment No. 1
Page 1
B. The Port agrees to purchase the second block of treatment capacity within 15 years of the
first payment for the first block of treatment capacity. The City may, in its sole
discretion, elect to terminate this Agreement if the Port does not initiate purchase of the
second block within the 15 -year period. The City must exercise such termination right
within six months of the end of said 15 -year period.
C. The Port may purchase a third block of treatment capacity at any time after the purchase
of the second block of capacity. If the Port fails to purchase the third block of capacity
within 50 years of the effective date of this Agreement, then the Port's option to purchase
same shall expire. The Parties may extend the option through mutual written agreement.
D. As of the effective date of this Agreement, the City shall allocate and reserve for the Port
three (3) blocks of waste water treatment capacity (100,000 gpd annual average flow).
Until such time as the Port's right to purchase a capacity block expires, the City shall
maintain said reservation of capacity for the Port and shall not otherwise use or allocate
said reserved capacity. The City shall keep records and accounts of the waste water
treatment system capacity that include and reflect the Port's reserved capacity.
SECTION 2. That all other terms and provisions of the Agreement shall remain as
currently written.
IN WITNESS WHEREOF, the Parties have executed this Amendment as of the day and
year stated below.
CITY OF PASCO
Matt Watkins, Mayor
Dated:
PORT OF WALLA WALLA
Paul Schneidmiller,
Port Commission President
Dated:
Waste Water Treatment and Disposal Services Agreement— Amendment No. 1
Page 2
STATE OF WASHINGTON)
ss
County of Franklin )
On This day personally appeared before me MATT WATKINS, Mayor of the City of
Pasco, Washington, to be known to be the individual described in and who executed the within
and foregoing instrument, and acknowledged that he signed the same as his free and voluntary
act and deed for the uses and purposes therein mentioned.
GIVEN under my hand and official seal this day of 52013
STATE OF WASHINGTON)
ss
County of
NOTARY PUBLIC in and for the State of Washington
Residing at
My Commission Expires:
On This day personally appeared before me PAUL SCHNEIDMILLER, Port
Commission President of the Port of Walla Walla, Washington, to be known to be the individual
described in and who executed the within and foregoing instrument, and acknowledged that he
signed the same as his free and voluntary act and deed for the uses and purposes therein
mentioned.
GIVEN under my hand and official seal this day of 2013
NOTARY PUBLIC in and for the State of Washington
Residing at
My Commission Expires:
Waste Water Treatment and Disposal Services Agreement— Amendment No. 1
Page 3
AGENDA REPORT
FOR: City Council
TO: Gary Crutchfie 0 Manager
FROM: Stan Strebel, D uty City Managerp/ -
SUBJECT: Encroachment Agreement for Franklin County Jail
I. REFERENCE(S):
1. Proposed Agreement
May 8, 2013
Workshop Mtg.: 5/13/13
Regular Mtg.: 5/20/13
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
5/13: Discussion
5/20: MOTION: I move to approve the Encroachment Agreement with Franklin
County and, further, authorize the City Manager to sign the
document.
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A) During the staking of the project for the jail expansion, it was discovered that the
building would encroach by 5 inches on the City's right -of -way for 5a` Avenue.
The City has a total of 80 feet for the right -of -way, therefore staff recommends
approval of a 2.5 foot encroachment (allowing for any building attachment or
overhang) for an 83.5 foot long section of the new jail building, until such time as
the facility is no longer needed.
B) With the encroachment there is room for the existing roadway section, plus a 5
foot sidewalk and 5 foot planter strip on the east (county) side of the right -of -way.
3(i)
WHEN RECORDED RETURN TO:
City of Pasco, Washington
525 North 3rd
Pasco WA 99301
ENCROACHMENT AGREEMENT
THIS AGREEMENT dated this _ day of 2013, is
by and between Franklin County hereinafter referred to as "County" and the City of
Pasco, a State of Washington Municipality, hereinafter referred to as "Pasco."
WHEREAS, County owns property adjacent to Pasco's right -of -way on 5th
Avenue upon which it maintains a Courthouse Campus including the County jail; and
WHEREAS, County has expanded the County jail and landscaping area
resulting in an eighty foot (80) section of the western wall of the expanded jail
encroaching approximately five inches (5 ") upon the adjacent Pasco right -of -way, which
encroachment is more particularly described in Exhibit A; and
WHEREAS, the jail and landscaping improvements in the right -of -way will be
maintained by County, and Pasco is agreeable to allowing the encroachment.
NOW, THEREFORE, in consideration of the mutual covenants contained
herein, the Parties agree as follows:
1. Grant of Encroachment. Pasco hereby grants and conveys to County for
the benefit of its real property upon which the Courthouse Campus is located, a right of
encroachment within Pasco's right -of -way on 5th Avenue upon that real property
described in Exhibit A, attached and incorporated herein.
2. Maintenance of Encroachment Are The County shall be responsible, at
its sole cost and expense, for the improvement and maintenance of the Encroachment
Area, maintaining it in good condition and repair.
Encroachment Agreement - 1
3. Indemnity. The County shall defend, indemnify and hold Pasco harmless
from any claims, damages, judgments (including attorney fees) arising out of the
negligent acts or omissions of the County resulting from its use, occupancy, or
maintenance of the Encroachment Area, except for that arising as of result of the sole
negligence of Pasco.
4. Running With The Land. This Agreement touches and concerns that real
property described above, and shall run with the land and shall be binding upon the
parties hereto and binding upon and for the benefit of the County, and each of its
successors or assigns.
5. Termination. In the event the County, or its successors in interest
demolishes that portion of the jail building or improvements, which are the subject of
this Encroachment Agreement, this Agreement shall terminate and all rights granted
through this Agreement, shall have no further force or effect.
6. General Terms. For the purpose of this Agreement, time is of the
essence. In the event of a dispute, the parties shall first meet in a good faith attempt to
resolve the dispute. If the parties are unable to resolve the dispute, with or without the
assistance of mediation, the dispute shall be resolved by binding arbitration pursuant to
RCW 7.04A in Pasco, Franklin County, Washington; and the substantially prevailing
party shall be awarded its attorney fees and costs as an additional award and judgment
against the other party.
IN WITNESS WHEREOF, the Parties to this Agreement have set their hands
as of the date first written above.
FRANKLIN COUNTY CITY OF PASCO, WASHINGTON
Commission Chair Gary Crutchfield, City Manager
Encroachment Agreement - 2
STATE OF WASHINGTON)
ss.
County of Franklin
On this day of 2013, before me personally appeared
Chair, Franklin County Commission, described in and who
executed the foregoing instrument, and acknowledged that he signed the same as his free
and voluntary act and deed for the uses and purposes therein mentioned.
GIVEN under my hand and official seal the day and year first written above.
NOTARY PUBLIC in and for the State of Washington
Residing at:
My Commission Expires:
STATE OF WASHINGTON)
ss.
County of Franklin
On this day of , 2013, before me personally appeared
Gary Crutchfield, City Manager for the City of Paso, described in and who executed the
foregoing instrument, and acknowledged that he signed the same as his free and
voluntary act and deed for the uses and purposes therein mentioned.
GIVEN under my hand and official seal the day and year first written above.
NOTARY PUBLIC in and for the State of Washington
Residing at:
My Commission Expires:
Encroachment Agreement - 3
Exhibit A Encroachment
COMMENCING AT THE INTERSECTION OF 5TH. AVENUE AND VACATED OCTAVE STREET; THENCE ALONG
THE CENTERLINE OF SAID VACATED OCTAVE STREET SOUTH 89 020'11" EAST, 40.00 FEET TO THE
EASTERLY RIGHT -OF -WAY OF SAID 5TH. AVENUE; THENCE ALONG SAID EASTERLY RIGHT -OF -WAY OF
5TH. AVENUE SOUTH 00 043'05" WEST, 135.00 FEET TO THE POINT OF BEGINNING; THENCE NORTH
89 016'55" WEST, 2.50 FEET; THENCE SOUTH 00 °43'05" WEST, 83.50 FEET; THENCE SOUTH 89 016'55"
EAST, 2.50 FEET TO SAID EASTERLY RIGHT -OF -WAY OF 5TH. AVENUE; THENCE NORTH 00 °43'05" EAST,
83.50 FEET TO THE POINT OF BEGINNING.
CONTAINING 209 SQUARE FEET MORE OR LESS.
AGENDA REPORT
FOR: City Council May 15, 2013
TO: Gary Crutch fie Manager Regular Mtg.: 5/20/13
Rick White,
Community & conomic Development Director
FROM: David I. McDonald, City Planner
SUBJECT: DEDICATION DEED: Deed for a portion of Road 52 (MF # DEED 2013 -004)
I. REFERENCE(S):
1. Vicinity Map
2. Right -of -Way Dedication Deed from Lance and Janell Dever
II. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
5/20: MOTION: I move to accept the dedication deed from Lance and Janell
Dever for a portion of Road 52.
III. FISCAL IMPACT
None
IV. HISTORY AND FACTS BRIEF:
A. The house at 821 Road 52 was built in 1940 without providing the necessary
right -of -way for Road 52.
B. The property owners are in the process
of building a
new garage. As a part
of the
permitting process the property owners
are required
to provide the missing
right -
of -way for Road 52.
3(j)
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After Recording. Return To:
City of Pasco, Washington
Attn: City Planner
525 North 3'd
Pasco, WA 99301
DEDICATION DEED
Tax Parcel No. 119552477 k ot.6� 4, h%!6 t/&7/;?
and _` ) 6C41 e I L .N _ J) em U by donation pursuant to RCW
35A.79.010, dedicates, conveys and quit claims to the GRANTEE, THE
CITY OF PASCO, a Municipal Corporation of the State of Washington,
for the public use, as a public right -of -way and all interest in the land
described as follows:
The West 40 feet of the West 138 feet of the north 140 feet of
the Southwest Quarter of the Southwest Quarter of the Northwest
Quarter of Section 26, Township 9 North, Range 29 East,
W.M.; together with the East 200 feet of the West 338 feet of the
North 110 feet of the Southwest Quarter of the Southwest
Quarter of the Northwest Quarter of Section 26, Township 9
North, Range 29 East, W.M.
DATED this day of 2013.
ATE OF WASHINGTON )
ss.
County of Franklin
Dedication Deed - 1
On this 13 day of V80,4 2013, before me, the
undersigned, duly commissioned and sswom, personally appeared
L' `"San..tl 00tw4! to me known to be the individual(s) described above
and who executed the within and foregoing instrument as an agent of the
owner(s) of record, and acknowledged to me that he /she /they signed the same as
his/her /their free and voluntary act and deed, for the uses and purposes therein
mentioned, and on oath stated that he /she /they is /are authorized to execute the
said instrument.
2013. GIVEN under by hand and official seal this I_ day of Vbt
now
i
L RIMY
Dedication Deed - 2
Print Name: H c} l4 S� ks
NOTARY PUBLIC i t and for the State of Washington
Residing at: Pc.5ao
My Commission Expires: ja r 5 261
AGENDA REPORT
FOR: City Council May 6, 2013
TO: Gary Crutchfiel , y anager Workshop Mtg.: 5/13/13
Regular Mtg.: 5/20/13
FROM: Rick White,
Community & Economic Development Director���
SUBJECT: Pasco Municipal Code (PMC) Violations of Auto Repair Businesses
I. REFERENCE(S):
1, Proposed Resolution
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATION:
5/13: DISCUSSION
5/20: MOTION: I move to approve Resolution No.39, accepting the Planning
Commission Action Plan for resolving conflicts between violations of
the Pasco Municipal Code and automobile repair businesses.
HI. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A.
One of the issues of Council concern noted during the biennial retreat in 2012 was the
number
outdoor occurrence of major auto repair and dismantling — particularly, but not always, in
the site
former service stations that have been converted to full time repair shops.
B.
Council Resolution 3441, approved in November of 2012, tasked the Planning Commission
and a prohibition
to develop an action plan for a solution.
C.
A study committee of Planning Commissioners, staff and two representatives of the
automobile repair industry was formed and reviewed and prepared material relative to the
issue. An inventory of automobile repair operations, including site - specific violations of
existing codes, was conducted twice — once in June of 2012 and again specifically for the
Committee in January of 2013. The Committee also conducted an inventory and review of
existing codes in February and March of this year.
D.
Each Committee and Planning Commission meeting was advertised to owners and operators
of automobile repair businesses included on the site inventory list.
E.
The outcome of the Committee's work on the inventories was an activity list for a series of
code revisions to accommodate minor automobile repair in the C -1 Zoning District and an
Action Plan recommended to the full Planning Commission.
V. DISCUSSION:
A. The Planning Commission considered the Committee's recommendation at their meeting on
April 25, 2013 and has forwarded the Action Plan (Exhibit "A" attached to the proposed
Resolution) for Council consideration.
B. The Action Plan recommends that:
• The C -1 Zoning District contain a provision for "minor" automobile repair as
this zoning district currently prohibits all outdoor automobile repair work;
• Definitions be added in the Zoning Code to include "Minor Automobile Repair"
and "Automobile Repair Facilities" as these definitions are needed to implement
any revision to the permitted uses within the C -1 Zoning District;
• The C -1
Zoning District
contain a maximum
number
of vehicles that can be on
the site
both under repair
and awaiting owner
pick -up
and a prohibition
of using
C -1 sites for automobile storage; and
• The C -3 and I -1 Zoning Districts be amended to include screening standards to
regulate inoperative vehicle and vehicle parts storage.
C. The Action Plan also recommends that the operators and land owners are kept apprised of the
meeting dates and status of the above code revision process and that a grace period of 60 days
be established once the formal code revisions are in effect.
D. Enforcement action through the Code Enforcement Board is contained within the Action Plan
as the last step in the process.
3(k)
RESOLUTION NO. 341 1 1 `
A RESOLUTION OF THE CITY OF PASCO ACCEPTING THE PLANNING
COMMISSION ACTION PLAN FOR RESOLVING ISSUES INVOLVING AUTOMOBILE
REPAIR OPERATIONS AND DIRECTING THE COMMISSION TO PREPARE THE
NECESSARY CODE AMENDMENTS.
WHEREAS, automobile repair operations are permitted in various degrees in the C -1 (Retail Business), C-
3 (General Business) and Industrial Zoning Districts; and
WHEREAS, the Pasco Municipal Code contains both zone - specific and general regulations governing the
conduct of automobile repair that have been inconsistently enforced over the course of time; and
WHEREAS, automobile repair in many locations and sites has evolved to include operations that are in
conflict with applicable regulations of the Pasco Municipal Code including the use of the public right of way for
storage and parking repair business vehicles, outdoor repair operations, outdoor dismantling of vehicles, parts
salvaging and automobile hulk storage in public view and depositing oil, grease and similar substances on City
Streets; and
WHEREAS, such operations occurring in violation of the Pasco Municipal Code have an adverse effect on
the health and safety of nearby businesses and residents, discourage private investment in commercial and industrial
areas and present a negative perception of the City as a whole to the general public; and
WHEREAS, the Pasco City Council has directed the Planning Commission to develop an action plan for
resolving code conflicts and preparing code revisions and options for enforcement regarding auto repair operations;
and
WHEREAS, the Planning Commission has created a committee of Planning Commissioners and business
operators to prepare the proposed action plan; and
WHEREAS, The Planning Commission has notified affected business operators and land owners involved
in automobile repair operations of the task directed by the City Council and of the various meetings and preliminary
strategies of the Commission on this matter; and
WHEREAS, The Planning Commission has prepared and recommended that the Action Plan attached as
Exhibit "A" be used to prepare code amendments to resolve issues related to automobile repair in commercial and
industrial zoning districts; NOW THEREFORE,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON DOES RESOLVE AS
FOLLOWS:
Section 1. That the City Council accepts the Action Plan of the Planning Commission dated April 25, 2013
and attached as Exhibit "A" and directs the Planning Commission to prepare the necessary code amendments to
implement the Action Plan for Council consideration.
PASSED by the City Council of the City of Pasco, Washington at its regular meeting on the 20`h day of
May, 2013.
Matt Watkins, Mayor
Attest:
Debra L. Clark, City Clerk
Approved as to Form:
Leland B. Kerr, Attorney
EXHIBIT "A"
RESOLUTION NO. ZO! -O
A RESOLUTION OF THE CITY OF PASCO PLANNING
COMMISSION RECOMMENDING AN ACTION PLAN FOR RESOLVING
ISSUES INVOLVING AUTOMOBILE REPAIR OPERATIONS AND
VIOLATIONS OF THE PASCO MUNICIPAL CODE.
WHEREAS, automobile repair operations are permitted in various degrees in the C -1
(Retail Business), C -3 (General Business) and Industrial Zoning Districts; and
WHEREAS, the Pasco Municipal Code contains both zone - specific and general
regulations governing the conduct of automobile repair that have been inconsistently enforced
over the course of time; and
WHEREAS, automobile repair in many locations and sites has evolved to include
operations that are in conflict with applicable regulations of the Pasco Municipal Code including
the use of the public right of way for storage and parking repair business vehicles, outdoor repair
operations, outdoor dismantling of vehicles, parts salvaging and automobile hulk storage in
public view and depositing oil, grease and similar substances on City Streets; and
WHEREAS, such operations occurring in violation of the Pasco Municipal Code have an
adverse effect on the health and safety of nearby businesses and residents, discourage private
investment in commercial and industrial areas and present a negative perception of the City as a
whole to the general public; and
WHEREAS, the Pasco City Council has directed the Planning Commission to develop
an action plan for resolving code conflicts and preparing code revisions and options for
enforcement regarding auto repair operations; and
WHEREAS, the Planning Commission has created a committee of Planning
Commissioners and business operators to review the proposed action plan; and
WHEREAS, The Planning Commission has notified affected business operators and land
owners involved in automobile repair operations of the task directed by the City Council and of
the various meetings and preliminary strategies of the Commission on this matter; NOW
THEREFORE,
THE PASCO PLANNING COMMISSION RECOMMENDS THAT CITY
COUNCIL ACCEPT THE FOLLOWING ACTION PLAN:
Section 1.
Revise the uses permitted in the C -1 (Retail) Zoning District to include:
• The provision for "minor automobile repair" to be allowed outdoors as this
zoning district currently prohibits all outdoor automobile repair work;
• A maximum number of vehicles that can be on the site both under repair and
awaiting owner pick -up; and
A prohibition for using sites as automobile storage.
Section 2.
Revise the definitions contained in the Zoning Code to include "Minor Automobile
Repair" and "Automobile Repair Facilities" as these definitions are needed to implement any
revision to the permitted uses within the C -1 Zoning District.
Section 3.
Amend the screening standards in the C -3 (General) and I -1 (Light Industrial) Zoning
Districts to regulate vehicle and vehicle part storage as these Districts currently exempt vehicle
and part storage from such requirements.
Section 4.
Continue to keep operators and land owners apprised of the meeting dates and status of
the above code revisions.
Section 5.
Notify affected businesses once the appropriate the code revisions have been adopted and
provide a 60 day period to conform to the revised standards.
Section 6.
Complete a site inventory to determine those businesses out of compliance and initiate
the code enforcement process as applicable. The code enforcement process is to include a Notice
of Civil Violation, a re- inspection after 10 days and scheduling of a hearing before the Pasco
Code Enforcement Board as applicable. This process is estimated to occur within a 30 day time
period of the completion of the site inventory.
ADOPTED by the Planning Commission of the City of Pasco this 25a' day of April,
2013.
Joe Cruz, Chairman
Auto Repair Resolution - 2
GENERAL FUND OPERATING STATEMENT
THROUGH APRIL 2013
ENDING FUND BALANCE 8,982,992 41702,061
TOTAL EXPEND & END FUND BAL 19,760,391 - 41,854,785
AVAILABLE CASH BALANCE 7,101,416
PERCENTAGE OF BUDGET ALLOCATED FOR 4 MONTHS
These statements are intended for Management use only.
33%
10,264,135 6,927,228
21,494,141 42,488,455
8,516,005
6(b)
YTD
2013
% OF
YTD
TOTAL
% OF
2013
ORIGINAL
ANNUAL
2012
2012
TOTAL
ACTUAL
BUDGET
BUDGET
ACTUAL
BUDGET
ACTUAL
REVENUE SOURCES:
TAXES:
PROPERTY
1,698,808
6,400,000
26.5%
1,7762475
6,200,000
28.7%
SALES
21917,343
8,195,000
35.6%
2,621,663
81265,000
31.7%
PUBLIC SAFETY
343,532
110005000
34.4%
0
UTILITY
21682,750
71798,000
34.4%
21941,357
61526,660
45.1%
OTHER
467,056
11065,000
43.9%
469,115
2,260,000
20.8%
LICENSES & PERMITS
803,997
1,108,200
72.5%
825,042
1,093,700
75.4%
INTERGOVT REVENUE
307,941
1,495,150
20.6%
370,534
11679,700
22.1%
CHARGES FOR SERVICES
114375677
41498,459
32.0%
1,304,733
4,531,330
28.8%
FINES & FORFEITS
312,689
794,650
39.3%
261,776
977,200
26.8%
MISC. REVENUE
1895477
631,450
30.0%
217,478
6732245
32.3%
OTHER FINANCING SOURCES
52,666
1,295,303
4.1%
562274
138,000
40.8%
TOTAL REVENUES
11,213,936
34,281,212
32.7%
1028442447
32,344,835
33.5%
BEGINNING FUND BALANCE
8,546,455
725732573
10,649,694
10,143,620
TOTAL SOURCES
19,760,391
4128542785
47.2%
21,494,141
425488,455
50.6%
XPENDITURES:
CITY COUNCIL
34,828
121,315
28.7%
36,514
1185807
30.7%
MUNICIPAL COURT
420,178
15376,639
30.5%
376,135
12332,334
28.2%
CITY MANAGER
320,903
962,755
33.3%
3132.072
951,034
32.9%
POLICE
3,662,697
12,096,846
30.3%
3,251,385
11,4512115
28.4%
FIRE
25040,261
4,431,366
46.0%
1,378,675
421642541
33.1%
ADMIN & COMMUNITY SVCS
11758,575
6,022,454
29.2%
11791,049
6,201,703
28.9%
COMMUNITY DEVELOPMENT
385,423
113322076
28.9%
374,423
_ 11208,878
31.0%
ENGINEERING
5042362
1,535,558
32.8%
393,068
1,514,469
26.0%
MISC. NON- DEPARTMENT
1,2682519
8,125,335
15.6%
2,9342426
72469,966
39.3%
LIBRARY
381,653
121482380
33.2%
381,259
111489380
33.2%
TOTAL EXPENDITURES
10,7772399
3731523724
29.0%
11,2303006
355561,227
31.6%
ENDING FUND BALANCE 8,982,992 41702,061
TOTAL EXPEND & END FUND BAL 19,760,391 - 41,854,785
AVAILABLE CASH BALANCE 7,101,416
PERCENTAGE OF BUDGET ALLOCATED FOR 4 MONTHS
These statements are intended for Management use only.
33%
10,264,135 6,927,228
21,494,141 42,488,455
8,516,005
6(b)
AGENDA REPORT NO. 17
FOR: City Council May 13, 2013
TO: Gary Crutchfie Manager
Ahmad Qayo b 'c Works Director
FROM: Michael A. Pawlak, City Engineer kwI
Regular Mtg.: 5/20/13
SUBJECT: Bid Award:
2012 Overlays, Project #C5- ST- 3R- 12 -02; and
0 Avenue Corridor (Court Street to I -182), Project #C2- 10- 06 -STR
I. REFERENCE(S):
1. Vicinity Map — 2012 Overlays
2. Vicinity Map — 4'h Avenue Corridor (Court Street to I -182)
3. Bid Summary
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
05/20: MOTION: I move to award the low bid for the 2012 Overlays and 4ch
Avenue Corridor (Court Street to I -182) Projects to Granite
Construction, Inc. in the amount of $1,682,602.96, and further,
authorize the Mayor to sign the contract documents.
III. FISCAL IMPACT:
STP (U) - $934,566
Street Overlay Fund - $162,940 (Local Match)
Capital Improvement Fund - $41,200
General Fund (Delete Transportation System Plan) - $150,000
STP - Enhancement - $350,000
STP - Discretionary - $135,000
IV. HISTORY AND FACTS BRIEF:
A) The overall project consists of two projects that were advertised and bid as "tied
projects ". The 2012 Overlays project involves reconstruction and preventative
maintenance of various roadway areas, including the installation of micro -
surfacing, HMA, surface grinding and pedestrian ramps. The 4t' Avenue Corridor
(Court St to I -182) project will include landscaping, irrigation, updating of
handicap ramps and driveways to current ADA compliance and other associated
incidental work.
B) The overall project was advertised April 14, April 21 and April 28, 2013, with a
bid opening on May 7, 2013.
V. DISCUSSION:
A) On May 7, 2013, the City received one (1) bid for the project. The low bid was
received from Granite Construction, Inc. in the amount of $1,682,602.96. The
Engineer's Estimate is $1,647,590.86.
B) The 4`h Avenue Corridor Project had been previously advertised and bid in July
2012 and February 2013. All previous bids had been rejected due to budget
constraints.
C) Staff has received the bids for both projects. The total bid for the 2012 Overlays
project is $1,036,423.96, $144,250.40 under the En�ineer's Estimate and appears
to be a competitive bid. The base bid for the 4 Avenue Corridor Project is
$646,179.00 and is over the Engineer's Estimate. The 4"' Avenue Corridor
Project bid is, however, more competitive than the previous bids.
D) Staff recommends award of the contract to Granite Construction, Inc.
10(a)
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2012 Overlays and
4'h Avenue Corridor (Court Street to I -182)
May 7, 2013
BID SUMMARY
Engineers Estimate
Granite Construction, Inc.
$1,6471590.86
$15682,602.96
AGENDA REPORT NO. 19
FOR: City Council
TO: Gary CrutchfieI Manager
Ahmad Qayoum , Pu lie Works Director
FROM: Michael A. Pawlak, City Engineer
SUBJECT: Bid Award: "A" Street / I" Avenue Railroad Crossing
I. REFERENCE(S):
1. Vicinity Map
2. Bid Summary
May 13, 2013
Regular Mtg.: 5/20/13
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
05/20: MOTION: I move to award the low bid for the "A" Street / 18t Avenue
Railroad Crossing Project, Base Bid, to Ray Poland and Sons,
Inc. in the amount of $48,023.00, and further, authorize the
Mayor to sign the contract documents.
HI. FISCAL IMPACT:
UTC Grant
Arterial Street Funds
IV. HISTORY AND FACTS BRIEF:
A) This project involves minor road widening on 1st Avenue and the installation of
concrete medians on "A" Street and 1st Avenue.
B) An invitation to bid the project was forwarded to applicable contractors listed on
the City's Small Works Roster. Bid documents were requested by and sent to five
(5) companies. A bid opening was held on May 10, 2013.
V. DISCUSSION:
A) On May 10, 2013, the City received four (4) bids for the project. The low bid was
received from Ray Poland and Sons, Inc. in the amount of $48,023.00. The
second lowest base bid was received from Apex Contracting in the amount of
$55,951.45. The Engineer's Estimate is $39,246.33.
B) Staff recommends award of the contract to Ray Poland and Sons, Inc.
10(b)
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City of Pasco
"A" Street / 1St Avenue Railroad Crossing
May 10, 2013
BID SUMMARY
Engineers Estimate $39,246.33
Ray Poland and Sons, Inc. $481023.00
Apex Contracting $55,951.45
A &B Asphalt $521126.11
Inland Asphalt $76,570.00
AGENDA REPORT NO, 16
FOR: City Council May 13, 2013
TO: Gary Crutchfie Manager
Ahmad Qayoum , is Works Director
FROM: Michael A. Pawlak, City Engineer Regular Mtg.: 5/20/13
SUBJECT: Bid Award: Maple Drive Sewer Extension
I. REFERENCE(S):
1. Vicinity Map
2. Bid Summary
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
05/20: MOTION: I move to award the low bid for the Maple Drive Sewer
Extension Project to Sharpe & Preszler Construction Company,
Inc. in the amount of $76,100.91, including applicable sales
tax, and further, authorize the Mayor to sign the contract
documents.
III. FISCAL IMPACT:
Sewer Rates
IV, HISTORY AND FACTS BRIEF:
A) This project involves the construction of an 8 -inch gravity sewer main consisting
of approximately 40 lineal feet of 16 -foot deep sewer main, 330 lineal feet of 10-
foot deep sewer main, and an outside drop manhole with appurtenances. An
asphalt overlay will be used to repair Maple Drive.
B) An invitation to bid the project was forwarded to applicable contractors listed on
the City's Small Works Roster. Bid documents were requested by and sent to six
(6) companies. A bid opening was held on May 10, 2013.
V. DISCUSSION:
A) On May 10, 2013, the
received from Sharpe
$76,100.91, including
from Ray Poland & S,
tax.
City received two (2) bids for the project. The low bid was
& Preszler Construction Company, Inc. in the amount of
applicable sales tax. The second lowest bid was received
)ns in the amount of $99,950.01, including applicable sales
B) The Engineer's Estimate is $79,294.29, including applicable sales tax.
C) Staff recommends award of the contract to Sharpe & Preszler Construction
Company, Inc.
D) Council should note that most of this neighborhood was provided sewer service in
2008 under ULID 143. At that time, the owners in the east half of this particular
block of Maple Drive were strongly opposed to participation in the ULID; Council
agreed to remove this area from the ULID. Installation of sewer now, at city cost,
will respond to the current request of the vacant lot owner (who is ready to build a
home) without creating any participation obligation on the part of the remaining
property owners. The owner ready to build now will pay his share based on
standard front footage and area charges; the city will recover most of the expense
when the others connect in the.future (at their choice).
10(c)
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City of Pasco
Maple Drive Sewer Extension
May 10, 2013
BID SUMMARY
Engineers Estimate $795294.29
Sharpe & Preszler Construction Co., Inc. $76,100.91
Ray Poland & Sons $995950.01
AGENDA REPORT NO. 18
FOR: City Council May 16, 2013
TO: Gary Crutchfie lanager
Ahmad Qayo In 11 is Works Director
FROM: Michael A. Pawlak, PE, City Enginee Regular Mtg.: 5/20/13
SUBJECT: Professional Services Agreement: HDR — Construction Management
I. REFERENCE(S):
1. Vicinity Map
2. Professional Services Agreement Summary Sheet
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
05/20: MOTION: I move to approve the Professional Services Agreement with
HDR, authorizing Construction Engineering Services with
respect to the Heritage Industrial Center Primary Lead Track,
Phase 2 - Big Pasco Industrial Center Hub Development, Phase
5b Project, not to exceed $109,179, and further, authorize the
City Manager to sign the agreement.
III. FISCAL IMPACT:
Washington State Department of Commerce Grant
IV. HISTORY AND FACTS BRIEF:
A) The project consists of the construction/extension of two rail spur segments under
a previously executed agreement between the City of Pasco and Port of Pasco
wherein the City will manage the project activities.
B) The Port of Pasco was the recipient of the $3.2M Washington State Department of
Commerce Grant, authorized by the 2012 State Legislature, and will administer
the grant funds.
C) The project was advertised for construction in March 2013; Council awarded the
project to Premier Excavation on April 15, 2013.
D) Approximately 6,200 feet of track will be constructed for the City of Pasco
Heritage Park, Phase 2 portion of the project; and approximately 5,000 feet of
track for the Port of Pasco Hub Development, Phase 5b portion.
V. DISCUSSION:
A) The project was designed by HDR under a previous professional services
agreement approved by Council on July 2, 2012.
B) The proposed professional services agreement with HDR will provide
construction phase engineering and inspection services for the project and support
the efforts of City staff.
C) Staff recommends approval of this professional services agreement with HDR, in
the amount of $109,179.
10(d)
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Professional Services Agreement
(Summary Sheet)
Project: Heritage Industrial Center Primary Lead Track, Phase 2 & Big Pasco Industrial Center
Hub Development, Phase 5b
Consultant: HDR, Inc.
Address: Spokane, WA
Scope of Services: Provide Construction Phase Engineering Services including attendance at
the Pre - Construction conference; participation in periodic meetings and conference calls
regarding project progress, quality and schedule; periodic site inspections, review of submittals,
change order requests and progress payments; attendance at the final inspection; and review of
final quantities.
Term: Construction schedule Completion Date: December 30, 2013
Payments to Consultant:
N Hourly Rate: $109,179 (NTE)
❑ Fixed Sum of: $
❑ Other:
Insurance to be Provided:
1. Commercial General Liability:
❑ $1,000,000 each occurrence;
❑ $2,000,000 general aggregate; or
N $1,000,000 each occurrence; and $2,000,000 general aggregate
2. Professional Liability:
N $1,000,000 per claim;
❑ $1,000,000 policy aggregate limit; or
❑ $ per claim; and $ per policy aggregate limit
Other Information: