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HomeMy WebLinkAbout2014.05.12 Council Workshop PacketAGENDA PASCO CITY COUNCIL Workshop Meeting 6:30 p.m. May 12, 2014 1. CALL TO ORDER 2. ROLL CALL: (a) Pledge of Allegiance. 3. VERBAL REPORTS FROM COUNCILMEM 3ERS: 4. ITEMS FOR DISCUSSION: (a) Historic Preservation Committee Interview: 1. Agenda Report from Gary Crutchfield, City Manager dated May 8, 2014. 2. Historic Preservation Committee Interview - Application (1) (Council packets only). (b) Pasco Public Facilities District Annual Report. (NO WRITTEN MATERIAL ON AGENDA) Presented by Mark Morrissette, Pasco Public Facilities District Board President. (c) Grant for Streetlight Replacements: L Agenda Report from Stan Strebel, Deputy City Manager dated May 6, 2014. 2. Grant for Streetlight Replacements - Proposed Interlocal Agreement. (d) Citywide Traffic Signal Improvements: 1. Agenda Report from Ahmad Qayoumi, Public Works Director dated May 5, 2014, 2. Citywide Traffic Signal Improvements - Vicinity Map. 3. Citywide Traffic Signal Improvements - Professional Services Agreement Summary Sheet. 4. Citywide Traffic Signal Improvements - Scope of Services. (e) Water Distribution System Flushing Modeling: 1. Agenda Report from Ahmad Qayoumi, Public Works Director dated May 6, 2014. 2. Water Distribution System Flushing Modeling - Professional Services Agreement Summary Sheet. 3. Water Distribution System Flushing Modeling - Scope of Services. (f) Burden Blvd Sidewalk Gaps: 1. Agenda Report from Gary Crutchfield, City Manager dated May 5, 2014. 2. Burden Blvd Sidewalk Gaps - Vicinity Map. 3. Burden Blvd Sidewalk Gaps - Parcel 1 Map. 4. Burden Blvd Sidewalk Gaps - Parcel 2 Map. (g) Summer School Services Interagency Agreement: 1. Agenda Report from Robert Metzger, Chief of Police dated May 6, 2014. 2. Summer School Services - Proposed Agreement. (h) Smoking Regulations: 1. Agenda Report from Stan Strebel, Deputy City Manager dated May 6, 2014. 2. Smoking Regulations - Proposed Ordinance. (i) Legislative Consultant Agreement: 1. Agenda Report from Gary Crutchfield, City Manager dated May 9, 2014. 2. Legislative Consultant Agreement - Proposed Agreement. (j) Council Goals: 1. Agenda Report from Gary Crutchfield, City Manager dated May 8, 2014. 2. Council Goals - Proposed Resolution. 5. OTHER ITEMS FOR DISCUSSION: (a) (b) (c) Workshop Meeting 2 May 12, 2014 6. EXECUTIVE SESSION: (a) Litigation (b) Real Estate (c) 7. ADJOURNMENT REMINDERS: 1. 11:45 a.m., Monday, May 12, Pasco Red Lion — Pasco Chamber of Commerce Membership Luncheon. ("Port of Pasco Update" presented by Randy Hayden, Executive Director) 2. 1:00 pm., Thursday, May 15, 4911 Indian Ridge Drive — Pasco School District and Team Pasco Homes, Dedication Ceremony and Open House (2 -6pm), honoring Pasco High School, Chiawana High School and New Horizons High School Career and Technical Education Students. (ALL COUNCILMEM 3ERS INVITED TO ATTEND) 3. 11:30 a.m., Friday, May 16 — Benton - Franklin Council of Governments Board Meeting. (COUNCILMEMBER AL YENNEY, Rep.; REBECCA FRANCIK, Alt.) 4. 6:00 p.m., Friday, May 16, Toyota Center — Hispanic Academic Achievers Program. (MAYOR MATT WATKINS) AGENDA REPORT TO: City Council FROM: Gary Crutchfi ��6manager SUBJECT: Historic Presery ition Committee Interview I. REFERENCE(S): May 8, 2014 Workshop Mtg.: 5/12/14 1. Historic Preservation Committee Interview - Application (1) (Council packets only) II. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS: 5/12: Council to conduct brief interview with Daniel Stafford. III. HISTORY AND FACTS BRIEF: A) The Historic Preservation Committee is composed of five members; terms are for three years. The board meets the second Wednesday of each month. B) The Historic Preservation Committee: identifies and actively encourages the conservation of Pasco's historic resources by reviewing National Register properties applying for Special Tax Valuation; raises community awareness of Pasco's history and historic resources; and serves as the City of Pasco's primary resource in matters of history, historic planning and preservation. C) There are two positions whose terms have expired: 1. Position No. 1 (currently Malin Bergstrom) 2. Position No. 2 (currently Daniel Stafford) D) Because she was interviewed and appointed in 2013, the Council screening committee concluded that the incumbent in Position No. 1 be reappointed without interview. E) Because he was last interviewed in 2006, the Council screening committee recommends that the incumbent in Position No. 2 be interviewed prior to consideration for reappointment. IV. DISCUSSION: A) After conduct of interviews at the May 12 Workshop meeting, it is proposed that appropriate appointments be made by the Mayor, subject to confirmation by the Council, at the May 19 Business meeting. 4(a) AGENDA REPORT FOR: City Council TO: Gary Crutchfie anager FROM: Stan Strebel, D uty City Manager J( SUBJECT: Grant for Streetlight Replacementsl// I. REFERENCE(S): May 6, 2014 Workshop Mtg.: 5/12/14 Regular Mtg.: 5/19/14 1. Grant for Streetlight Replacements - Proposed Interlocal Agreement II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 5/12: Discussion 5/19: MOTION: I move to approve the interlocal agreement with Franklin County Public Utility District regarding the replacement of existing streetlights with more energy efficient fixtures and, further, authorize the City Manager to sign the agreement. III. FISCAL IMPACT: Total Cost Estimate: $1,057,650 Funding: ■ $264,413 Department of Commerce Grant ■ $192,350 Energy Incentives ■ $600,887 City Match IV. HISTORY AND FACTS BRIEF: A) In 2009, the City was the recipient of a $495,000 grant from the US Department of Energy for energy efficiency and conservation. In 2013, the City completed the project for replacement of approximately one half of its 3,700 streetlight inventory. Older style high pressure sodium lights (HPS) were replaced with more energy efficient induction lights. Lights in primarily residential areas (100 watt and 150 watt) were replaced. As a result of the replacements, the City is saving some $50,000 per year in reduced streetlight/energy costs. B) The State Department of Commerce has awarded a grant to the PUD for the local replacement of the balance of the HPS streetlights in the City. While the grant requires a fairly high percentage of non -state match money (75 %), combining energy savings incentives through the PUD (BPA) reduces the City match somewhat to approximately $600,000 or about 57 %. LED fixtures promise to produce energy savings and fixture longevity similar to that of induction lights, while producing a more controllable and better light quality than induction. At the time that the induction lights were bid in 2011, comparable LED fixtures were two or three times the cost of the chosen induction lights. As prices have dropped significantly over the last two years, the LED lights now appear to be the superior product. C) As the PUD is the grant recipient, the proposed interlocal agreement sets out the framework for PUD to carry out the project in coordination with City, while the obligations of each parry are enumerated. V. DISCUSSION: A) The approximate 1,750 lights remaining to be replaced are higher wattage (200 watt, 250 watt, 400 watt), primarily in commercial areas and along arterial streets. It is estimated that annual energy savings, with the replacement of these fixtures, will be in excess of $50,000. B) The city's share of the project cost ($600,000) can be recovered at the rate of $50,000 /year through reduced General Fund subsidy to the Street Fund, but it will require about 12 years to do so. A quicker payback can be achieved by contributing $300,000 from the Capital Improvement Fund; doing so would allow the General Fund to earlier realize the annual savings while minimizing the initial impact to the General Fund ending balance. C) Staff recommends approval of the interlocal agreement. 4(c) WHEN RECORDED RETURN TO: City of Pasco, Washington 525 North 3rd Pasco WA 99301 INTERLOCAL AGREEMENT Between CITY OF PASCO and PUBLIC UTILITY DISTRICT NO.1 OF FRANKLIN COUNTY THIS AGREEMENT is made and entered into this day of 2014, by and between the City of Pasco, Washington, a Municipal Corporation, hereinafter referred to as "City" and Public Utility District No. 1 of Franklin County, hereinafter referred to as "PUD." RECITALS WHEREAS, RCW 39.34 et seq. authorizes City and PUD to enter into Interlocal Agreements for the purpose of providing municipal services; and WHEREAS, PUD owns and maintains the streetlights in City for the benefit of the public, through charges to City for electricity, maintenance and replacement; and WHEREAS, both City and PUD are vitally interested in energy efficiency and saving public funds; and WHEREAS, it is in the public interest that City and PUD cooperate to provide for the replacement of approximately 1,725 high pressure sodium streetlights (the "HPS Streetlights ") with more energy efficient fixtures, lamps, drivers, and photocells (the "LED Streetlights "); and WHEREAS, the Washington State Department of Commerce is offering 2013 -2015 Energy Efficiency Grants which affords City and PUD the opportunity to replace existing HPS Streetlights with more energy efficient LED Streetlights; and WHEREAS, PUD, with assistance of City, prepared and submitted an Energy Efficiency - Streetlight Replacement grant application to the Department of Commerce, and the grant application identified energy savings projected through replacement of existing HPS Streetlights with LED Streetlights; and WHEREAS, PUD was awarded Grant No. (the "Grant ") in the amount of $ from the Washington State Department of Commerce on , and as such City and PUD will cooperate in replacing the HPS Streetlights with LED Streetlights (the "Streetlight Replacement Project"); and WHEREAS, PUD has determined that replacement of the HPS Streetlights with LED Streetlights will provide a conservation incentive payment of up to $192,350 (the "Incentive ") toward the cost of the Streetlight Replacement Project. NOW, THEREFORE, the Parties agree as follows: 1. Responsibilities of PUD 1.1 PUD will obtain bids /quotes to determine the estimated cost for labor and materials to replace existing HPS Streetlights with LED Streetlights. Once such costs are obtained, PUD will assist the City in estimating the number of HPS Streetlights which can be replaced with LED Streetlights by utilizing Grant funds, the Incentive, and City's required matching funds. 1.2 PUD will utilize the Washington State Department of Enterprise Services' Contract No. 07510 titled Lamps and Ballasts with Consolidated Electrical Distributors to acquire the LED Streetlights. PUD will also obtain quotes for the labor to replace the HPS Streetlights with LED Streetlights. 1.3 PUD will provide City with a proposed energy usage rate and a maintenance, repair, and replacement cost schedule for all streetlights, including the LED Streetlights and the parties shall negotiate in good faith to reach an agreement regarding those items. PUD shall agree to maintain the new energy usage rate for the LED Streetlights for a period of at least three (3) years. 1.4 Upon determination by City of the number of LED Streetlights to be purchased and associated costs determined under sections 1.1, 1.2, and 1.3 above, PUD shall be responsible for purchase and installation of the LED Streetlights. PUD shall apply the Grant funds and Incentive funds toward the costs of the Streetlight Replacement Project. 1.5 PUD shall be subject to all applicable conditions of the Department of Commerce Grant agreement, including verification of energy savings. 1.6 PUD shall fulfill all responsibilities for decontamination or decommissioning associated with the Streetlight Replacement Project. 2. Responsibilities of Citv 2.1 City will pay to PUD all Streetlight Replacement Project costs net of Grant funds and Incentive funds. 2.2 City will pay to PUD such other payments for energy usage rates and, maintenance, repair, and replacement costs as shall be agreed upon by the Parties in a subsequent written agreement. City agrees to pay PUD its reasonable costs associated with grant preparation and project administration. 2.3 City shall reimburse PUD for PUD's costs incurred for decontamination, decommissioning, and disposal associated with the HPS Streetlights. Interlocal Agreement Between City and PUD — Page 2 of 5 FPUD DOC ID 7898 2.4 City will pay to PUD all matching funds and costs within twenty (20) days after receiving an invoice for purchase and installation work completed. 2.5 City and PUD shall negotiate in good faith any subsequent agreements as required herein. 3. Termination In the event the grant contract between PUD and Department of Commerce is not executed, this agreement will be terminated. 4. Indemnification PUD shall defend, indemnify, and hold harmless City, its officers, employees, and agents from any and all costs, claims, judgments or awards of damages arising out of or in any way resulting from the negligent acts or omissions of PUD, or its agents, employees or officers in the performance of this Agreement. City shall defend, indemnify, and hold harmless PUD, its officers, employees, and agents from any and all costs, claims, judgments or awards of damages arising out of or in any way resulting from the negligent acts or omissions of City, or its agents, employees or officers in the performance of this Agreement. 5. Amendment This Agreement may only be amended by mutual, written agreement of the signatories to this Agreement. 6. Interlocal Cooperation Act Provision Each party shall be solely responsible for all costs, materials, supplies and services necessary for their performance under the terms of this Agreement. All property and materials secured by each party in the performance of this Agreement shall remain the sole property of that parry; as an example, LED Streetlights will remain the sole property of PUD. All funding incident to the fulfillment of this Interlocal Agreement, shall be borne by each party necessary for the fulfillment of their responsibilities under the terms of this Agreement. No special budgets or funds are anticipated, nor shall be created incident to this Interlocal Agreement. It is not the intention that a separate legal entity be established to conduct the cooperative undertakings, nor is the acquisition, holding, or disposing of any real or personal property anticipated under the terms of this Agreement. The Engineering Manager of the PUD and the Deputy City Manager of the City shall be designated as the administrators of this agreement. This Agreement shall be filed with the Franklin County Auditor, or alternatively, posted on the parties' respective websites as required by RCW 39.34. Interlocal Agreement Between City and PUD — Page 3 of 5 FPUD DOC ID 7898 7. Entire Agreement The Parties agree that this Agreement is the complete expression of the terms hereto and any oral representations or understandings not incorporated herein are hereby expressly excluded. 8. Nonwaiver Waiver of any default or breach under this Agreement shall not be deemed to be a waiver of any other prior or subsequent default or breach and shall not be construed to be a modification of the terms of this Agreement unless stated to be such through written agreement of the Parties hereto. 9. Invalid Provisions If any provision of this Agreement shall be held invalid, the remainder of this Agreement shall not be affected if such remainder would then continue to serve the purposes and objectives of the Parties. 10. Applicable Law Should any dispute arise concerning the enforcement, breach, or interpretation of this Agreement, resolution shall be by presentation to the City Manager and the District General Manager. In the event the dispute is not resolved, it shall be resolved by binding arbitration pursuant to RCW 7.04A, as amended, and the Mandatory Rules of Arbitration (MAR); and venue shall be placed in Franklin County, Washington, the laws of the State of Washington shall apply, and the prevailing party shall be entitled to its reasonable attorney fees and costs. IN WITNESS WHEREOF, the Parties have executed this Agreement by their duly authorized officers and/or agents on the day and year fast written above. CITY OF PASCO, WASHINGTON PUBLIC UTILITY DISTRICT NO. 1 OF FRANKLIN COUNTY Matt Watkins Mayor Edward J. Brost General Manager Interlocal Agreement Between City and PUD — Page 4 of 5 FPUD DOC ID 7898 STATE OF WASHINGTON) ss. County of Franklin On this day personally appeared before me Matt Watkins, Mayor of the City of Pasco, Washington, 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 2014. NOTARY PUBLIC in and for the State of Washington Residing at: My Commission Expires: STATE OF WASHINGTON) ss. County of Franklin On this day personally appeared before me Edward J. Brost, General Manager of the Public Utility District No. 1 of Franklin County, 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 2014. NOTARY PUBLIC in and for the State of Washington Residing at: My Commission Expires: Interlocal Agreement Between City and PUD — Page 5 of 5 FPUD DOC ID 7898 AGENDA REPORT NO. 19 FOR: City Council TO: Gary Crutchfi Manager FROM: Ahmad Qayo i, Public Works Director SUBJECT: Citywide Traffic Signal Improvements I. REFERENCE(S): May 5, 2014 Workshop Mtg.: 05/12/2014 Regular Mtg.: 05/19/2014 Citywide Traffic Signal Improvements — Vicinity Map Citywide Traffic Signal Improvements — Professional Services Agreement Summary Sheet Citywide Traffic Signal Improvements — Scope of Services II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 5112: Discussion 5/19: MOTION: I move to approve the Professional Services Agreement with DKS authorizing design services with respect Citywide Traffic Signal Improvements project in the amount of $270,009.45, and further, authorize the City Manager to sign the agreement. III. FISCAL IMPACT: STP - $233,558.17 Arterial - $36,451.28 IV. HISTORY AND FACTS BRIEF: A) In May of 2013, Council approved an agreement with Kittelson and Associates, Inc. in the amount of $30,000 STP Funds to conduct a Study to include inventory, review of existing conditions and to identify options to improve the City's traffic signals. Out of 46 signals, 37 are over 20 to 40 years old with controllers that are so outdated they can seldom be repaired if broken. It also included development of a traffic signal communication system, recommendation on project priority and a preliminary design of citywide signal improvements. B) Kittelson and Associates completed the Study and the conceptual design that meets the scoping of the professional services. C) On March 10, 2014 Staff presented the findings of the study to Council. The only concern raised by Council was the provisions and recommendations for PTE cameras. Council approved the Master Plan with language added to address concerns about surveillance cameras. D) After Master Plan approval, staff sent RFPs for final design of the Citywide Traffic Signal Improvements. V. DISCUSSION: A) Three consultant firms were interviewed and DKS Associates was selected to design the project by the interviewing team. The project design will address new ADA requirements causing expansion of the project scope and associated costs. On March 31, 2014 and April 1, 2014 additional data was collected during a site visit performed with City staff and consultants. B) Based on the analysis of the information collected and current requirements, the project scope was finalized for a total of 39 intersections. The other 7 signalized intersections will be addressed within the Road 68, Oregon Avenue and Argent Road projects. C) The project will cover all improvements needed for 39 locations. Work will be divided into a base and alternate bids to allow execution of work in stages that 4(d) correspond with the availability of funds. Proposed work in the affected intersections are summarized in the table below: D) Staff recommends approval of the agreement as proposed. PROPOSED WORK LOCATIONS • Upgrade of existing traffic signal cabinets to TS2 Type 1 cabinets and 2070E controllers • In -fill of existing fiberglass controller foundation with concrete • Implementation of emergency preemption hardware 38 (GPS based) • Implementation of fiber optic communications equipment includin Ethernet switches • ADA ramp improvements 20 • Mast arm pole replacement and pedestrian pole 6 installations • Striping modifications 22 • Traffic separator 2 • Curb extension (bulb out improvements 1 • Relocation of storm water infrastructure 3 • Installation of new conduit 3 • Implementation of Communications System 20 • Installation of signal indications: flashing yellow 36 arrows for protected/permissive left turns and modification to thorough traffic signals • Installation of battery backup system for traffic 8 signals during emer enc for key intersections • Implementation of alternative vehicle detection 38 methods • Installation of pedestrian count down timers 35 D) Staff recommends approval of the agreement as proposed. aa a a 9 0 m IInII+n�+'nI o LJ 8 m £F5 F w • za Fill wa IJ KO ®© QO ° N 3 E ° f. 5 Z a ELL n CL � rr �J ° � U �L._ o X s a m aF I o �jjLIO�� 0 w a U pap° - uw y Q� r e w I. no o Otl - Y Y O`✓� P .P .. S 3 m >m s ��esa �< OwN FD 6p Professional Services Agreement (Summary Sheet) Project. Citywide Traffic Signal Improvements DKS Address: 720 SW Washington St., Suite 500 Scope of Services: Exhibit A Term: 7 MONTHS Completion Date: I2/31/20I4 Payments to Consultant: ❑ Hourly Rate: $ ® Fixed Sum of: $ 270, 009.45 ❑ Other: Insurance to be Provided: 1. Commercial General Liability: ❑ $1,000,000 each occurrence; ❑ $2,000,000 general aggregate; or ® $ 1,000,000 each occurrence; and $ 2,000,000 general aggregate 2. Professional Liability: ® $1,000,000 per claim; ❑ $1,000,000 policy aggregate limit; or ❑ $ per claim; and $ per policy aggregate limit Other Information: CITY OF PASCO, WASHINGTON SCOPE OF SERVICES CITYWIDE TRAFFIC SIGNAL IMPROVEMENTS INTRODUCTION The City of Pasco, Washington has recently completed a traffic signal master plan that included upgrades of all traffic signal infrastructure and has developed the base architectural plan for the implementation of ITS within the City. As part of the Master Plan, the City has prioritized the needed improvements at each traffic signal controlled intersection and developed 30 percent design plans for each intersection to accommodate future growth needs. With an anticipated population growth forecast of more than 45 percent over the next 20 years, it will be necessary for the City to develop a reliable transportation system capable of facilitating the increase in vehicular, freight, pedestrian, bicycle, and rail traffic. To aid in facilitating this growth, the City is seeking a consultant with expertise in traffic signal and communication systems. This consultant will be an extension of staff for developing a reliable city wide traffic signal and communication system as identified in their recently completed Traffic Signal Master Plan and 30 percent design documents. Elements of this Scope of Services will include design of the following upgrades to the point feasible with the existing construction funds: • Upgrade of existing traffic signal cabinets to TS2 Type 1 cabinets and 2070E controllers • In -fill of existing fiberglass controller foundation with concrete • Implementation of emergency preemption hardware (GPS based) • Fiber optic communications media and end equipment • Implementation of blue tooth communications (to be identified as bid alternate item) • Installation of Pan-tilt -zoom cameras system (to be identified as bid alternate item) • Installation of signal indications: flashing yellow avows for protected/permissive left turns and modification of through signal head locations (to be identified as bid alternate item) • Installation of 12" LED indications for all signal aspects (to be identified as bid alternate item) • Installation of Countdown Timers for pedestrian signals (to be identified as bid alternate item) • Implementation of alternative vehicle detection methods (to be identified as bid alternate item) • Installation of new combination mast arm/luminaire poles where no luminaire arms are present for video detection • ADA ramps compliant with national standards. • Safety improvements at high accident locations such as turn lane needs. The Citywide Traffic Signal Improvements is federally funded and is intended to address safety and congestion issues in the project area. The necessary design engineering will include final prioritization of system improvements, final plans specifications and estimate (PS &E). Additionally public outreach, environmental evaluation, permitting, required Federal documentation, construction support, overall project management and Agency support will be performed. The following is a list of the intersections that will be included for improvements under this Scope of Services: 1. COURT ST & 4' AV 2. COURT ST & 5th AV 3. COURT ST & le AV 4. COURT ST & 14th AV 5. COURT ST & 20th AV 6. COURT ST & 22nd AVct 7. COURT ST & 26th AV 8. COURT ST & ROAD 32 a 9. COURT ST & ROAD 34a 10. COURT ST & ROAD 36a 11. COURT ST & ROAD 40ab 12. SYLVESTER ST & 4`h AVa 13. SYLVESTER ST & 5th AVa 14. SYLVESTER ST & I O'h AV' 15. SYLVESTER ST & 14th AVa 16. SYLVESTER ST & 20th AVa 17. SYLVESTER ST & 28th AVat 18. CLARK ST & 4th AV 19. CLARK ST & 10TH AV 20. LEWIS ST & WEHE AV 21. LEWIS ST & 3ta AV 'ADA ramp improvements Curb extension (Bulb out) improvements Traffic separator tLocation with traffic signal mast arm improvements 22. LEWIS ST & 0 AV 23. LEWIS ST & 5th AV 24. LEWIS ST & 7th AV 25. LEWIS ST & 10' AV 26. LEWIS ST & 20th AVa' 27. LEWIS ST & 28TH AVa 28. "A" ST & 4th AVa 29. "A" ST & 10th AVa 30. AINSWORTH ST & 10th AVa 31. HENRY ST & 20th AVa 32. SUN WILLOWS BLVD & 20th AVac 33. ARGENT RD RD & 20th AV 34. PEARL ST & 20" AVa 35. ARGENT RD & ROAD 68a 36. BROADMOOR & CHAPEL HILL BLVDa 37. BROADMOOR BLVD AND SANDIFUR PKWY 38. ARGENT RD RD AND ROAD 80a 39. ARGENT RD RD AND ROAD 84 Not all intersections identified under the City of Pasco Traffic Signal Improvements Master Plan are included for improvements under this project. Approximately 7 of the 46 traffic signals within the City will be improved as part of other improvement projects occurring within the City. PROJECT DESCRIPTIONBACKGROUND The City of Pasco has secured partial funding for implementing the city wide traffic signal improvements. Current master plan estimates indicate an approximate $5.5 million will be needed to complete the plan upgrades. With current funding levels, it will be necessary to prioritize improvements to effectively use the existing available funds to the maximum extent possible. The City of Pasco is requesting the services of a qualified consultant team to perform the necessary design engineering for the improvements of the citywide traffic signal improvements. An approach has been developed to effectively deliver the Citywide Traffic Signal Improvements Project and provide support to the City. The proposed project will include: • Project Management and Agency Support • Final Prioritization of System Improvements • Environmental Documentation • Public Outreach • Traffic Signal Modification Final PS &E • Civil Final PS &E • Traffic Signal Timing Conversions • Bidding Support Public outreach for the project is anticipated to be minimal and will consist of technical support to the City. SCOPE OF SERVICES This Scope of Services covers the traffic engineering and civil design elements necessary to deliver the Citywide Traffic Signal Improvements Project. SECTION 1: PROJECT MANAGEMENT AND ADMINISTRATION Section 1.1 Project Management The duration of the project development through final PS &E is assumed to be eight (8) months, from May 2014 to December 2014. The Consultant will provide overall project management and coordination for the project both externally and internally with the overall project team. This will include day -to -day management decision making for the Consultant Team. As part of this work, the Consultant will develop an overall project schedule; prepare monthly invoices and progress reports; coordinate project related meetings; and administer the Consultant developed QA/QC plan. This will allow for key project issues to be addresses in a timely manner. Section 1.2 Schedule The Consultant will prepare an overall project schedule in MS Project. The important features to be included in the schedule will include identification of submittals, key decisions points, and meetings. This schedule will be provided to the City and Consultant Team. The schedule will be updated as needed to reflect changes in project progress. It is anticipated up to 2 schedule changes will be required throughout the project. Page 3 RFQ # I 1 -13 Section 1.3 Invoicing The Consultant will prepare monthly invoicing and progress reports for work performed by the Consultant Team. It is anticipated up to 8 invoicing periods will be required throughout the course of the project. Progress reports will be provided for each invoicing period. Section 1.4 Project Meetings The Consultant will attend up to 4 meetings during the course of the Project. The meetings and their duration are as follows: • Kick -off meeting (One meeting at 16 hours in Pasco) • Field Review Meeting (One meeting at 16 hours in Pasco) • Review /coordination meetings (Six meetings at 2 hours each, four to be attended at DKS and two at the City of Pasco) • Pre -Bid Meeting (One meeting at 9 hours in Pasco) A kick -off meeting will be held to start the project at the City of Pasco. This meeting will include key Consultant Team members and will include an on -site visit of the intersections to be improved under this project. A Field review meeting will be held to coordinate civil and traffic elements. It is anticipated this will be similar to the kick -off meeting where a majority of it will be held in the field to verify design information. Review /coordination meetings will be held to review comments from the City on project submittals. It is anticipated that at a minimum, reviews will be conducted at the 75 %, 90 %, and Final design levels. Review meetings will be held at either the City of Pasco or DKS as noted above. It is anticipated field review meetings will be held at the same time as meetings held at the City of Pasco to address project specific issues. A Pre -Bid meeting will be held to present the project to potential bidders and to address questions they or the City may have concerning the project and contract documents. DKS will provide support to the City in addressing bidder questions. The Consultant will maintain meeting minutes for each of the attended meetings and will provide a draft summary to the City within 5 business days for comment. Final meeting minutes will be provided that address comments from review of the draft comments provided to the City. Meeting minutes will be provided starting after the initial kick -off meeting. Section 1.5 QA/QC The Consultant will manage and conduct quality control reviews of all submittals to the County. The Consultant has an existing quality control program which will be used on this project during the PS&E development. Sub - contractors will utilize their own establishing QC process or utilize the consultant established practice. A primary review period is assumed as one week in advance of the completion of each design phase submittal (assumed to be 75 %, 90 %, and Final). Page 4 RFQ #11 -13 Deliverables: • Project Schedule with up to two2 updates • Attendance at up to five meetings • Draft and final meeting minutes for up to four meetings • Provide up to eight invoices and progress reports • Quality Control Reviews for up to three submittals SECTION 2: FINAL PRIORITIZATION OF SYSTEM IMPROVEMENTS The City has identified a number of priority items to be completed as part of the Citywide Traffic Signal Improvement Project. The highest priority items identified to be completed under the current funding is to replace the existing traffic signal controller cabinets with new TS2 Type 1 cabinets and the existing controllers (predominantly Traconex 390) with new 2070E controllers and software. The cabinet replacement will include in -fill of existing fiberglass foundations with concrete. The Consultant will work closely with City staff to strategize and prioritize site improvements at the 39 traffic signals within the City. The prioritization of these improvements will take into account the City's Master Plan Map, safety, maintenance, operations, and the ability to combine work with other improvement projects. The different tasks associated with the prioritization process are identified in Sections 2.1 to 2.2. Section 2.1 Prioritization — Safety Evaluation and Analysis The Consultant will review the past three years of crash data available for each of the City's traffic signal controlled intersections to identify locations with high traffic volumes and crash histories. The Consultant will provide the following services: • Request the prior three years of crash data from WSDOT for the City of Pasco. • Calculate collision rates at 39 intersections. • Identify crash trends. • Identify hot spots and prioritize top (up to five locations) for improvements. Improvements may include turn lane additions, changes to signal phasing, lighting, and site line improvements. • Identify low cost/high benefit improvements for high crash corridors. • Document the findings of the safety evaluation in a brief memorandum. • Revise the prioritization decision matrix developed under Section 2.1 to include the top five hot spots. The Consultant will provide the crash data memorandum and prioritization decision matrix for the City to provide review, comments and approval. The memorandum will be developed in a format that will allow the City to utilize it in future grant applications. The Consultant will provide a prioritization matrix based on City comments. Assumptions: Page 5 RFQ #11 -13 • City to review and provide comments on the safety evaluation memorandum. • City police department to be included in review and comment on safety evaluation and analysis. Deliverables: • Draft safety evaluation memorandum and prioritization matrix Section 2.2 Prioritization — Operational and Maintenance Needs Evaluation The Consultant will work with the City Engineering and Operations Staff to identify traffic signals that can benefit the most from operational improvements and that experience high maintenance needs. Operational improvements will include items such as flashing yellow arrow indications for left turn movements, changes in signal timing, or phasing. It is anticipated that lane configuration and changes to signal phasing would be done via Synchro modeling of the intersections where a safety issue has been identified. The Synchro model will look at existing conditions and will not include future forecast modeling. Synchro modeling for up to five intersections have been included under this Section. Corridors along 2& Ave and also Court Street have been identified as first priorities followed by signalized locations within the Central Business District. The operational evaluation will be summarized in a brief memorandum summarizing the steps and recommendations for each location analyzed. The Consultant will provide the City with a draft memorandum for review and comment. The Consultant will update the draft memorandum based on City comments. As part of this Task, the Consultant will provide in house Synchro training at DKS. This training will be a one day (8 -hour) training session held at the DKS offices. This training session will provide the City with a basic understanding of setting up intersections, typical analysis concepts on signal timing and coordination within the Synchro program. Assumptions: • City to provide input on operational and maintenance needs. • City to provide PM peak hour vehicle turn movement counts for Synchro. Deliverables: • Draft operational and maintenance evaluation memorandum SECTION 3: ENVIRONMENTAL DOCUMENTATION Consultant will provide technical support to document existing environmental conditions at each of the project intersections. Field investigations will be conducted at each intersection to collect information to support completion of a WSDOT Local Agency Environmental Classification Summary (ECS) Checklist for the project. Page 6 RFQ #11 -13 3.1 Coordination, Accumulation and Review of Natural Resources Data Consultant biologists will coordinate with the City of Pasco to obtain project data such as preliminary plans, surveys, and limits of construction. Consultant will also obtain and review existing wetland and waters- related information, including County soil surveys, National Wetlands Inventory (NWI) mapping, Franklin County Critical Areas mapping, topographic maps, and aerial photographs. Consultant biologists will review project plans to confirm the limits of construction for each intersection. In addition, Consultant biologists will contact local representatives of US Fish and Wildlife Service (USFWS) and Washington Department of Fish and Wildlife (WDFW) to obtain current information on listed plant and wildlife species within the project area. Consultant biologists will request a database search from the USFWS. 3.2 Field Reconnaissance Consultant biologists will conduct a field reconnaissance to each project location to document existing site conditions relative to existing vegetative communities, rare plant habitats, wildlife habitats, and other sensitive natural resources. It is anticipated that the field reconnaissance will be conducted to confnm the urban character of the intersections and the absence of sensitive natural resources. The field reconnaissance will focus on those portions of the project that will occur outside of the limits of existing pavement. Representative photographs documenting the existing conditions of each intersection will be obtained during the field reconnaissance. Where project work may extend beyond the limits of existing pavement, Consultant biologists will also assess the project site for the presence or absence of wetlands and waters. The presence or absence of wetlands and waters will be determined using the "routine" method established by the 1987 U.S. Army Corps of Engineers (USACE) Wetlands Delineation Manual (Manual) and Arid West Supplement. If present, wetland boundaries located within the limits of disturbance at each intersection will be flagged in the field and approximated on project mapping. Consultant wetland biologists shall coordinate with project designers to determine if facilities can be shifted to avoid wetland disturbance. Assumptions: • Site reconnaissance will occur separately from the project kick -off meeting in Section 1. • Site reconnaissance will require overnight lodging and meals for two (2) consultant biologists. • This scope assumes no wetlands will be impacted by the Project, and that neither a formal wetland delineation report nor applications for wetland fill permits will be required. This task item assumes no meetings with the USACE, WDFW, WSDOT, or other jurisdictional agencies. • This scope assumes that no waters of the State or US will be impacted by the project. A Hydraulic Project Approval from the WDFW will not be required for the project. • No Shorelines permits or Critical Areas variances will be required for the project. • Field reconnaissance will not evaluate portions of interchanges where lane additions are proposed. • If wetlands or waters are present, at least one sample plot will be collected to confirm wetland conditions and the boundaries will be flagged and the approximate boundary Page 7 RFQ #11 -13 drawn onto project plans; the boundaries of wetlands and waters will not be located by GPS under this task. Deliverables: • Field flagging of any wetland boundaries to avoid during construction within Project location. • Sketch map showing approximate location of wetland and waters. If applicable, this sketch map will also include the approximate locations of rare plant habitats or unique vegetative communities (i.e., one set of maps will be provided to satisfy Task 3.2). 3.3 Preparation of WSDOT Environmental Classifreation Summary (ECS) Consultant biologists shall complete the WSDOT Local Agency Environmental Classification Summary (ECS) checklist using the template checklist and WSDOT ECS Guidebook documents on the WSDOT website. Consultant biologists shall coordinate with City staff and WSDOT environmental staff on content and detail of responses to the checklist. Reponses to questions within the ECS shall be based upon the results of the field reconnaissance, review of existing environmental and natural resource databases and websites, coordination with project design engineers and communications with City staff and WSDOT environmental staff. Consultant will submit the draft ECS to the City and WSDOT for review and comment. Upon receipt of comments, Consultant will incorporate comments into the final ECS and submit to the City or WSDOT Environmental Manager for approval and transmittal to Federal Highways Administration. Assumptions: • No surveys for threatened or endangered species will be required to complete the ECS. • All information related critical and sensitive areas (e.g., geologically hazardous areas, aquifer recharge areas), hazardous wastes, underground storage tanks, and contaminated sites shall be obtained from regulatory agency websites and databases. No site investigations or field studies to confirm the presence or absence of such resources will be conducted. • This scope assumes no new resource studies other than those included herein this scope will be conducted specifically as part of preparing the ECS. • One ECS checklist will be prepared to address all project areas. Deliverables: • Draft ECS Documentation (electronic copy to City and WSDOT) within four (4) weeks of completion of 30% design. • Final ECS Documentation (electronic and hardcopy to City and WSDOT) within one(]) week of receipt of comments on draft report. SECTION 4: PUBLIC OUTREACH SUPPORT Under this Task the Consultant will provide technical support and prepare up to two boards (exhibits) or Power Point slides identifying proposed improvements and benefits to facilitate public involvement meetings. Additionally, brochures will be developed that identify the project and open house meetings. Additional brochures for flashing yellow arrow operations and Page 8 RFQ #11 -13 pushbutton operations will be obtained for the meeting (it is anticipated up to 50 brochures each will be sufficient). The two meetings are anticipated to include the following: • The first open house shall be held at the beginning of the design process. The purpose of the first open house will be to introduce the Project to the public, listen to concerns and gather information relative to issues which need to be addressed. • The second open house to be attended is anticipated to be held towards the end of the design completion. The purpose of the second open house will be to present and discuss the proposed project and to receive public feedback. Assumptions • City to schedule, advertise, setup, and organize meetings. • City will print brochures for advertising the open houses. • Consultant to attend meeting and provide technical support only. Deliverables: • Attendance at up to two public involvement meetings. • Up to two traffic related presentation boards (exhibits) or; • Up to two Power Point slides related to traffic elements • Meeting advertisement brochure (one reproducible copy) • Flashing yellow arrow and pushbutton operations brochures (50 each) SECTION 5: TRAFFIC SIGNAL MODIFCATION FINAL PLANS, SPECIFICATIONS, AND ESTIMATE Based on 30% plans developed as part of the Citywide Traffic Signal Improvements Master Plan, the Consultant Team will develop Final Plans, Specifications, and Estimates (PS &E) for the construction of the planned traffic signal modification improvements at 39 traffic signal controlled intersections. Per discussions with the City, the final plans will be developed assuming a phased approach to construct. The following items will be included in the final design for up to 39 intersections identified in the Introduction of this Scope of Services: • Upgrade of existing traffic signal cabinets to TS2 Type 1 cabinets and 2070E controllers (Approximately 39 locations) • In -fill of existing fiberglass controller foundation with concrete (Approximately 39 locations) • Implementation of emergency preemption hardware (GPS based) (Approximately 39 locations) • Implementation of fiber optic communications equipment including Ethernet switches (Approximately 39 locations) • Mast arm pole replacements and pedestrian pole installations (approximately 6 locations) • Implementation of Bluetooth communications (to be identified as bid alternate item) (Approximately =20 locations) Page 9 RFQ #11 -13 • Installation of signal indications: flashing yellow arrows for protected/permissive left turns and modification to through indications (to be identified as bid alternate item) (Approximately 36 locations) • Installation of battery backup system for traffic signals (to be identified as bid alternate item) (Approximately 8 locations ) • Implementation of alternative vehicle detection methods (to be identified as bid alternate item) (Approximately 39 locations) • Installation of pedestrian count down timers (to be identified as bid alternate item) (Approximately 25 locations) • Striping modifications (Approximately 22 locations) • Up to two spare fully loaded controller cabinets with controllers and 2 spare standalone Cobalt Controllers will be specified. Not all intersections identified under the City of Pasco Traffic Signal Improvements Master Plan are included for improvements under this project. Approximately 7 of the 46 traffic signals within the City will be improved as part of other improvement projects occurring within the City. The following steps have been identified in the development of the final PS &E: • Produce final plans based on the current 30% design using high resolution aerials (Aerials and 30% design to be provided by City). • Produce final plans at locations where mast arm poles and pedestrian pole installations have been identified based on land surveys (Survey to be provided by City). • Incorporate comments from the City and stakeholders (identified during the public outreach process). • Develop Special Provisions based on current City and WSDOT Standard Specifications. • Engineers Cost Estimate for the proposed work based on current cost estimates and bid tabs from similar projects. • Submit PS &E at the 75 %, 90 %, and Final design levels. The Consultant will work closely with City Staff during the design process. Research will be conducted with manufacturers to identify typical hardware characteristics to support development of specifications. The Consultant will help the City develop preapproved lists for approval of sole source items such as controllers and control software. Up to 12 person hours has been assumed. It is not anticipated that new electrical services will be required. Coordination with the local electrical utility should not be necessary as part of this contract. The Consultant will coordinate with the local communications provider to identify communication drops that may likely be established to facilitate transition from wireless to fiber optic communications. Page 10 RFQ #11 -13 The final plans will be developed identifying only those portions of the traffic signal system that will be modified as part of the traffic signal improvements. Hardware locations and configurations for controller cabinets, controller cabinet foundations, traffic signal mast arms, pedestrian pole installations, alternate detection devices (video and Sensys wireless devices), signal and pedestrian head replacements, emergency preemption hardware, blue tooth readers, pan- tilt -zoom cameras, and fiber optic communications will be identified on the plans. Underground conduits, junction boxes and existing cabling being affected or modified by the traffic signal improvements will be identified. Details will be developed to the extent possible to minimize the number of unknowns the Contractor will need to address during the construction phase of the project. Fiber optic logical and splice diagrams will be developed. These plans will identify the splicing, splice locations, routing of cables to PUD connection points. These diagrams will be schematic in nature and will be developed to show typical installation requirements. Intersections where each typical detail applies will be identified. Typical detection device layouts will be developed. It is understood that the City will use Sensys wireless detection at minor intersections and video detection at major intersections. Details will be developed that show typical detection layouts for side streets, turn pockets, and mainline approaches. Main line detector layouts will be based on the speed limit of the roadway and will consist of layouts for 25, 30, 35, 40, and 45 mph. Intersections where each typical detail applies will be identified. Striping modification plans will be developed for up to 22 intersections. Striping modifications will be developed for locations that need modifications to accommodate ADA ramp relocations and turn lane modifications to support changes to signal head installations. The final plans will consist of traffic signal modification plans, fiber optic splice diagrams and supporting details. The following plans are identified to be completed under this project: • Traffic Signal Modification Plans — 1 " =30' Full Size (Up to 39 modification plans) • Traffic Signal Logic & Splice Diagrams — NTS (Up to 4 sheets) • Striping Plans —1 " =30' — Full Size (Up to 6 sheets with single intersections and 4 sheets with 4 intersections per sheet) • Traffic Signal Detector Layout Details — NTS (Up to 3 detail sheets) • Traffic Signal Detail Sheets — NTS (Up to 5 detail sheets) Communication drops to connect the traffic signal system communications into fiber backbone as noted on the Master Plan will be shown on the Traffic Signal Modification Plans. The Project Special Provisions will be prepared as required for the design of the traffic signal modification related elements. Project specifications shall comply with the City of Pasco Standard Specification format and a first draft shall be submitted with the 75% plans. The Consultant will be responsible for updating the Amendments and General Special Provisions to current Washington State Department of Transportation Standard Specifications for Road, Bridge, and Municipal Construction. Page 11 RFQ #11 -13 The Construction Cost Estimates will be completed for the 75 %, 90% and Final design stages. Itemized quantities will be calculated starting at the 75% stage. A cost analysis using unit prices from the City and WSDOT the American Public Works Association (APWA) bid tabulations will be utilized in developing the Construction cost estimates for the Project. The Consultant will work with the City and WSDOT in completing the required Federal documentation per the WSDOT LAG Manual for the Project. The Consultant will identify temporary traffic control requirements in the Special Provisions. No temporary traffic control plans will be prepared by the Consultant. The Contractor will be required to submit their temporary traffic control measures for the project for review prior to construction. Person hours to review the Contractor temporary traffic control concepts have been provided under Section 7 of this Scope of Services. Local permitting and Right -of -Way negotiations (should they be required) has been identified to be completed by the City. Civil improvements will be required as part of the traffic signal improvements include upgrade of existing ADA ramps as indicted in the introduction of this Scope of Services. The civil improvements will be designed under Section 6 and will follow the same submittal schedule and review process identified under this Section. Estimated Plan Sheets for Traffic Signal Modifications The following Table 1 lists the anticipated plan and detail sheets to be included under Task 5. See Section 10 for specific submittal requirements. A complete list of plans and submittal requirements for all disciplines are listed under Section 10. Table 1: Plan Sheet Index Plan Sheet Description Number of Sheets Submittal 75% 90% Final Title Sheet with Index I ✓ ✓ Traffic Signal Modification Plans (Aerial) 39 ✓ ✓ ✓ Traffic Signal Modification Plans (Survey for mast arm pole replacements) 5 ✓ ✓ ✓ Traffic Signal Communications Logic and Splice Diagrams 4 ✓ ✓ ✓ Traffic Signal Detector Layout Details 3 ✓ ✓ ✓ Traffic Signal Detail Sheets 5 ✓ ✓ ✓ Assumptions: • Aerial mapping to be provided by the City. • Thirty percent design plans (electronic AutoCAD files) to be provided by the City. Final Design will start with 30% design plans. • Permitting to be completed by the City. • Any Right -of -Way negotiations to be completed by the City. Page 12 RFQ #11 -13 • No survey will be conducted by the Consultant. If survey is necessary, the City will provide these services. Locations where pole replacements and major civil and curb work to be done will require survey. • City to provide Division 1 for the Special Provisions document assembly. • Utility relocates are not anticipated with the exception of storm water to relocate drains from in front of ADA ramps. • City Information Technology (IT) Manager will be included in design coordination of fiber optic cables and communications hardware. Deliverables: • 75% 9091o, and Final traffic signal modification plans • 75%, 90916, and Final traffic signal communications logical and splice diagrams • 75 %, 90 %, and Final detail sheets • 75016, 900/0' and Final Special Provisions • 75% 90% and Final Construction Cost Estimates SECTION 6: CIVIL IMPROVEMENT FINAL PLANS, SPECIFICATIONS, AND ESTIMATE The Consultant will develop Plans, Specifications, and Construction Cost Estimates for civil improvements identified under this section. These improvements are anticipated to include sidewalks, ADA ramps, junction box and vault relocations, storm drains, and potential ROW plans. Variances will be considered where utilities or structures obstruct the installation of ADA facilities, which meet compliance guidelines. This Scope of services will include all the requirements of 1510.05(2) of the WSDOT Design Manual. Alterations shall incorporate accessibility improvements to existing pedestrian facilities to the extent that those improvements are in the scope of the project and are technically feasible, without regard to cost. Other existing physical site constraints may prohibit modifications necessary for the site to meet full accessibility requirements for new construction. The priorities will be to avoid drains in the path of ADA ramps, provision for a flat platform behind the ramp for wheelchairs, and avoidance of junction boxes in the curb ramps or flares. Existing Physical Constraints. Where existing physical constraints make it impracticable for altered elements, spaces, or facilities to fully comply with the requirements for new construction, compliance is required to the extent practicable within the scope of the project. Existing physical constraints include, but are not limited to, underlying terrain, right -of -way availability, underground structures, adjacent developed facilities, drainage, or the presence of a notable natural or historic feature. Work under this section will include developing civil details for project specific improvements noted in the Introduction of this Scope of Services on the appendix of intersections that may or may not be covered by the existing Standard Plans. Civil plan details will be coordinated with plan detail changes included in the traffic signal modification plans. The following methodology will be utilized to develop ADA civil plans: Page 13 RFQ #I1 -13 • Identify potential constraints, e.g., utilities, signal hardware, electrical, drainage, structures, R/W, etc. using as -built plans, mapping and photos. • Perform a site visit with staff from the City and Engineers. • Identify right of way limitations, utility conflicts, and drainage issues at each location. • Determine needed measurements of curb heights, sidewalk width, sidewalk running/cross slope, flow line slope, pavement cross slope, which will help to ascertain needed information for a curb ramp to be designed to meet full standards. • Prepare survey request to the City for elevations with flow lines for locations noted on the appendix of intersections. • Determine the appropriate type of curb ramp for each location. Determine approximate dimensions of each proposed curb ramp, considering existing curb height, existing slopes of roadbed gutter, roadbed pavement, and sidewalks. • Recommend to the City the proposed location of each curb ramp or variance. • Identify all existing features within limits of each proposed curb ramp, e.g., signal poles, drainage inlets, utilities, R/W fence, bridge, buildings, evidence of truck wheel tracking (if required), pavement markings, utilizing 30% aerial drawings provided. • Include other features that improve accessibility within the project. • Determine what portion of the adjacent sidewalk will need to be reconstructed to provide a standard top landing (e.g., Curb Ramp) as well as a transition section to conform back to the existing sidewalk. Determine transition sections. • Work with the consultant team to determine the proper scope and cost of traffic related items such as striping and signal activation details. • Provide a cost estimate sufficient to provide funding to meet the ADA standards at each location. • Meet with the consultant team to determine feasibility of relocating existing features in conflict with each proposed curb ramp, e.g., Hydraulics, Electrical Design, Utilities, R/W (easements), • Meet with the consultant team to assess the additional features to be added to the project to improve pedestrian access, e.g., additional drainage, signs, profile adjustments, pavement markings, • Prepare a summary memorandum of the civil changes proposed by matrix of location and improvement. • Perform the plans, specifications and estimate. • Show all existing features to be protected in place. • Show the flow line to designate curb ramp location. • Check to see if ample space is available and that there are no obstructions, e.g., utilities, drainage inlets, etc. If that is not the case, construction details will be required. • Identify and recommend minor pavement work as needed to achieve standards. • Assess the final location of the marked crossings. • Identify and recommend designing a curb extension (bulb out), where right -of -way is limited to accommodate a standard curb ramp. Project Special Provisions for civil improvements will be prepared as required by the design for the civil modification related elements. Project specifications shall comply with the City of Pasco Standard Specification format and a first draft shall be turned in with the 75% plans. The Page 14 RFQ #11 -13 Consultant will be responsible for updating the Amendments and General Special Provisions to current Washington State Department of Transportation Standard Specifications for Road, Bridge, and Municipal Construction. The Construction Cost Estimates for civil improvements will be prepared for the 75 %, 90% and final design stages. Itemized quantities will be calculated starting at the 75% stage. A cost analysis using unit prices from the City and WSDOT the American Public Works Association (APWA) bid tabulations will be utilized in developing the Construction cost estimates for the Project. Assumed Plan Sheets The following Table 2 lists the anticipated plan and detail sheets to be included under this Scope of Services for Task 6. All review plan sets will be developed electronically in 11 "x 17" format and will be distributed by the City. The number of civil plan sheet details will be determined by the unique construction required to implement each ADA facility. Budget constraints will be the controlling determination factor on the implementation of necessary plan sheets to develop the civil ADA facilities. Every effort will be made to minimize the number of sheets necessary to perform the design. See Section 10 for specific submittal requirements. A complete list of plans and submittal requirements for all disciplines are listed under Section 10. Table 2: Plan Sheet Index Plan Sheet Description Number of Sheets Submittal 7;—o/—.—F—Qn—o/—.T Final Civil Plan Sheets 44 ✓ ✓ ✓ Civil Details 4 ✓ ✓ i Assumptions: • Survey will be required as needed for the civil improvements. Deliverables: • 75016, 9001o, and Final civil plans and detail sheets • 75 %, 90916, and Final Special Provisions • 75% 90016, and Final Construction Cost Estimates SECTION 7: TRAFFIC SIGNAL TIMING CONVERSION The Consultant Team shall convert the existing local Traconex TMP -390 signal timings to Cobalt signal timings. The timings shall be entered into intersection databases, using Centracs. All TMP -390 timing sheets shall be translated. Consultant shall conduct the following tasks: • Conduct one meeting to discuss City policies /preferences for signal timing parameters. • Update local timings, including new pedestrian and vehicle clearance timings. • Program the new emergency vehicle preemption parameters. • Bench test the new timings on a suitcase tester to confirm operation. • Provide electronic files for implementation of the signal timings. Page 15 RFQ #11 -13 Assumptions: • City to provide existing traffic signal timing plans and phase diagrams. • City will load the timings onto new controllers. Deliverables: • Electronic file for each project intersection • Hard copy of timing sheets for each project intersection. SECTION 8: GEOTECENICAL DESIGN SERVICES The City of Pasco proposes to upgrade traffic signals at multiple locations. The following locations are anticipated to receive mast arm pole replacements: • Northwest corner of the W Court Street/N 22nd Avenue intersection; • Southeast corner of the W Court Street/N 22 "d Avenue intersection; • Southeast corner of the W Sylvester Street/N 28th Avenue intersection; and • Northeast corner of the W Lewis Street/N 20a' Avenue intersection. The design of the mast arm poles will be performed in accordance with the Washington State Department of Transportation (WSDOT) Geotechnical Design Manual (GDM) M 46 -03 and Signal Standard Foundation Plan, Sheet J- 26.10.01. Exploration Plan and Traffic Control Shannon & Wilson will coordinate with a local traffic control provider to determine the required traffic control to be implemented during our explorations. We will provide an exploration and traffic control plan approximately two weeks prior to fieldwork for City review and approval. We will not mobilize for fieldwork without an approved traffic control plan. Explorations One boring will be drilled at each identified signal pole location using a truck - mounted drill rig with hollow -stem auger methods. Each boring will be extended approximately 20 feet below the existing ground surface (bgs). The engineer or geologist will log each boring and obtain disturbed samples as the work progresses. Samples will be obtained in conjunction with the Standard Penetration Test (SPT) at 2'h -foot intervals. Recovered soil samples will be placed in labeled plastic bags or jars for laboratory identification. At completion, borings will backfill according to Washington Department of Ecology requirements. If drilling is done through asphalt and/or concrete, explorations will be capped with the appropriate asphalt cold patch or quikrete. The ground will not be restored to pre - exploration conditions. Page 16 RFQ #11 -13 The Consultant will contact the local utility notification center prior to our fieldwork. The Consultant is not responsible for utilities not clearly identified. Laboratory Testing The Consultant will perform the following laboratory tests, as appropriate, on selected soil samples retrieved from site explorations: • Moisture content (ASTM D 2216) for material characterization and soil index properties; • Particle distribution (ASTM D 422 and ASTM D 1140) for material characterization and soil index properties; and • Atterberg limits (ASTM D 4318) for material characterization, soil index properties, and engineering parameter correlations. Engineering Analysis and Report The Consultant will prepare a geotechnical engineering letter report that summarizes observations, explorations, engineering analyses, and signal pole foundation recommendations. The report will include: • exploration logs and a site exploration plan; • interpreted soil classifications; • groundwater depth, if present; • soil parameters, including unit weight, friction angle, cohesion, lateral bearing pressures, and L -pile parameters; and • signal pole foundation recommendations in accordance with WSDOT typical standards. Three hard copies and one electronic copy of our geotechnical engineering report. Plans and Specifications Review Prior to construction, the Consultant will provide a review of the approximately 90 percent plans and specifications for geotechnical- related items and provide written comment for consideration. The geotechnical review of the plans and specifications will be summarized in a letter. SECTION 9: DESIGN ENGINEERING SERVICES DURING BIDDING The Consultant will provide engineering services during bidding process for the Citywide Traffic Signal Improvements Project. The anticipated construction engineering services are described as follows: Pre Bad Opening Page 17 RFQ #11 -13 The Consultant will respond to questions from prospective bidders and City Staff before bid opening in reference to the traffic related items contained in the bid package. All correspondence will be routed through the City via email or other written correspondence. Budget has been allocated for up to one Addendum to the Plans (approximately 12 hours). Deliverables: • Answer to pre bid questions via email or other written correspondence SECTION 10: PS &E SUBMITTALS The following Table 1 includes a complete list of the anticipated plan and detail sheets to be included under this Scope of Services for the Task 5 and 6 PS &E package development. All review plan sets will be developed electronically in 11 "x17' format and will be distributed by the City. The final plans will be developed full size (22" x 34 ") on Bond. The final plans will be provided to the City of Pasco for their preparation and development of the final procurement package. The final PS &E will consist of one set of plans on Bond, Special Provisions, and construction cost estimate. Table 1: Plan Sheet Index Plan Sheet Description Number of Sheets Submittal 75% 90% Final Title Sheet with Index 1 ✓ ✓ Traffic Signal Modification Plans Aerial 39 ✓ ✓ ✓ Traffic Signal Modification Plans (Survey for mast arm pole replacements) 4 ✓ ✓ ✓ Traffic Signal Communications Logic and Splice Diagrams 4 ✓ ✓ ✓ Traffic Signal Detector Layout Details 3 ✓ ✓ ✓ Traffic Signal Detail Sheets 5 ✓ ✓ ✓ Civil Plan Sheets 44 ✓ ✓ ✓ Civil Details 4 ✓ ✓ ✓ Deliverables: • No deliverables under this Section. SECTION 11: APPROXIMATE PROJECT TIMELINEIMILESTONES The following is an estimated time line for completion of the project. The level of effort identified in this Scope of Work based has been based on this time line: • Notice to Proceed For Preliminary Design: • Submit 75% Design: • Submit 90% Design: • Submit Final Design: Deliverables: • No deliverables under this Section. Page 18 May 15, 2014 August 15, 2014 October 15, 2014 December 1, 2014 RFQ #11 -13 AGENDA REPORT NO. 17 FOR: City Counci May 6, 2014 TO: Gary Crutc anager FROM: Ahmad Qayo Public Works Director Workshop Mtg.: 05/12/2014 Regular Mtg.: 05/19/2014 SUBJECT: Water Distribution System Flushing Modeling I. REFERENCE(S): 1. Water Distribution System Flushing Modeling - Professional Services Agreement Summary Sheet 2. Water Distribution System Flushing Modeling— Scope of Services II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 05/12: Discussion 05/19: MOTION: I move to approve the Professional Services Agreement with CH2MHill authorizing design and engineering services with respect to the Water Distribution System Flushing Modeling project not to exceed $45,000 and further, authorize the City Manager to sign the agreement. III. FISCAL IMPACT: A) $45,000 Water funds IV. HISTORY AND FACTS BRIEF: A) The City was recognized with a gold certificate of achievement from the Department of Ecology in June of 2011 for having one of the best quality water in the state of WA. B) In order to maintain high quality water, the distribution lines need to be "flushed on a regular basis. C) In 2013 the City Council authorized and approved the addition of three staff members in 2014, to start the fire hydrant maintenance and flushing programs. D) The water distribution system operates under pressure to convey the water. In order to flush the water it needs be isolated within zones. A flushing system must be developed with a map dividing the water system in many zones. In 2013 concerted efforts were made to develop the flushing model with in -house engineering staff. However, it was concluded that it will require more expertise and a need to outsource it to a qualified consultant. E) The goal is to develop a model with a map the dividing the water distribution into many zones that will be used continuously. V. DISCUSSION: A) In February 2014, the City solicited consultants for the work. Three responses were received. Staff interviewed CH2MHill, HDR and RH2. The consultants were scored on their understanding of the project and project approach. Panel members recommend CH2MHill as their top choice. B) Staff negotiated the scope and fees with CH2MHill. After extensive negotiations staff recommends award of the professional services agreement for the Water Distribution System Flushing Modeling project to CH2MHill. 4(e) Professional Services Agreement (Summary Sheet) Project: Water Distribution System Flushing Modeling CH2MHill 295 Bradley Blvd., #300 Richland, WA 99352 -4486 Scope of Services: Exhibit A 6 month Completion Date: 12/31/2014 Payments to Consultant: ❑ Hourly Rate: $ ® Fixed Sum of: $ 45, 000 ❑ Other: Insurance to be Provided: 1. Commercial General Liability: ❑ $1,000,000 each occurrence; ❑ $2,000,000 general aggregate; or ® $1,000,000 each occurrence; and $ 2,000,000 general aggregate 2. Professional Liability: ® $ 1,000,000 per claim; ❑ $1,000,000 policy aggregate limit; or ❑ $ per claim; and $ per policy aggregate limit Other Information: Scope of Services UDF Program Support The City of Pasco is proceeding with an operations and maintenance project to develop a system -wide flushing program. Under this project, CH2M HILL will provide mapping and procedures for conducting flushing with the City's schedule. UDF is a method of flushing that consists of flushing the system's water mains in segments at high velocities in such a way that the entire distribution system is flushed in one direction from a clean source. Under a UDF program, only one hydrant is opened and specifically selected valves are closed to isolate and flush a specific segment of pipe or group of pipes at a target velocity of five feet per second. Flushing at a high velocity scours the inner pipe walls and removes corrosion - related debris and sediment. CH2M HILL will work with City staff to develop a comprehensive UDF program which is intended to improve the water quality within the distribution system and decrease the likelihood of customer complaints. The successful implementation of this program is highly dependent on functionality of valves in the distribution system, and UDF planning will be done in coordination with identifying the available valves and hydrants required to complete the program. General Description of Work CH2M HILL will work with City staff to develop and implement a UDF Program with the intent of the City being able to incorporate execution of the Program into normal operations. There are many attributes of an effective UDF Program that rely on as -yet undetermined system- specific characteristics. The work under this project will proceed to identify and perform one or more flushing events, then adapt the UDF for lessons learned during the first events. Following UDF Program revision, ongoing UDF activities will proceed. Completion of this Scope of Work will require additional funding in 2015, which will require amendment of this agreement by the City. In order to plan effectively for appropriate use of current year funding, we will balance the work efforts for the described tasks such that, at a minimum, the early flushing events occur and a revised UDF is prepared under the initially authorized fee. It is anticipated that the work under the Task Groups described below will be completed during the current year and the currently unfunded future work: • Task Group 1.0 (Project management and Coordination) —full duration of project • Task Group 2.0 (Review System Data and Summarize Objectives) —to be completed in 2014 • Task Group 3.0 (Hydraulic Model Update) —to be completed in 2014 • Task Group 4.0 (Prioritization of Critical Areas) — to be completed in 2014 • Task Group 5.0 (Develop Flushing Program) — full duration of project • Task Group 6.0 (UDF Program SOP and Field Support) —full duration of project • Task Group 7.0 (Public Involvement and Outreach) —full duration of project The discussion below describes work activities in greater detail and defines timing of key deliverables. Task Group 1.0— Project Management and Coordination Task Highlights • Work planning that defines goals and objectives, communication protocols, quality management, change management, and risk management • Project budget and schedule controls • Regular coordination with the City and project team Task 1.1 —Work Planning • Prepare project work plan • Conduct team chartering with City staff to develop detailed work schedule Task 1.2— Coordination • Conduct regular project coordination (we anticipate a mix of in- person and remote video conferences to efficiently meet during the project duration) Task Group 1.0 Key Deliverables and Timing • Meeting materials for chartering • Detailed project schedule and work plan • Monthly project status reports throughout duration of project Task Group 2.0— Review System Data and Summarize Objectives of UDF Program Task Highlights • Develop goals for UDF Program • Review of hydraulic model and basemap information to identify data gaps Task 2.1— Review System Data • Submit data request for distribution system information, basemap information, standard operating procedures, and water quality records • Review of hydraulic model and basemap information • Review of system operating procedures Task 2.2— Summarize Objectives • CH2M HLL will lead a meeting at the City's office to discuss program objectives, review existing data, and establish an implementation schedule for the program. Task Group 2.0 Key Deliverables and Timing • Meeting minutes summarizing goals of UDF Program and Implementation Plan • Meeting and distribution of minutes shall occur within 30 days of Notice to Proceed Task 3.0- Hydraulic Model Update for Flushing Task Highlights • Update hydraulic model and develop scenarios for system flushing • Assess areas of low water use for water quality concerns Task 3.1— Update Hydraulic Model • Review the City's existing hydraulic model and summarize the demand conditions in the hydraulic model • Update the distribution system network with system improvements or modifications completed since the 2010 Water System Plan • Adjust system demand to reflect current conditions • Develop diurnal demand pattern to apply in the hydraulic model to assess water age Task 3.2— Perform Hydraulic Analysis • Perform system analysis to identify areas of high water age with high potential for flushing Task Group 3.0 Deliverables and Timing Summary of hydraulic model updates and current demand conditions Map of high water age and low water usage areas to supplement prioritization of critical flushing areas • The prioritization of critical areas based upon available City data will be completed during the initial phase (i.e. 2014) subject to development of project schedule during the team chartering under Task Group 1.0 Task Group 4.0— Evaluate Customer Complaint Patterns and Prioritization of Critical Areas Task Highlights To the extent available, historical and recent water quality feedback is used to identify and prioritize flushing areas Task 4.1— Evaluate Historical Data • Review customer complaint data maintained by the City and geocode the location of the complaints • Review historical and recent problem areas as identified by the City • Areas not captured by the customer complaints • Field observations • Compare to treated water quality data • Evaluate past flushing against timing of customer complaints or problems identified by City staff • Assess methodologies used to log customer complaints Task 4.2— Prioritize Critical Areas • The water quality model updated in Task 3.1 will be used along with the customer complaint profile to prioritize areas in the distribution system with the highest need for flushing. Task Group 4.0 Key Deliverables and Timing • Summary of data review • Map of prioritized areas for flushing Task 5.0— Develop Flushing Program Task Highlights • Identify flushing areas and valves /hydrants for flushing sequences • Integrate city data (maps, valve cards, and other data) as available Task 5.1 Develop Flushing Program • Identify flushing sequence areas and develop UDF procedures for a pilot area of the City's system using the WaterGEMs software platform • Analyze each piping sequence to select the valves and hydrant to be operated in order to optimize the flushing velocity • Provide the City with a hydrant and valve list for testing of operability and seating Task 5.2 Develop Flushing Maps • Prepare flushing maps for each pipeline segment to be flushed via UDF Task Group 5.0 Deliverables and Timing • Summary of data gaps and request for additional City information on valves /hydrants • System -wide map showing flushing areas • Flushing maps for each flushing sequence • Preliminary maps for initial UDF Program testing will be completed in the initial phase as more well defined under the detailed schedule • Final maps for UDF Program shall be prepared under a subsequent authorization /amendment Task 6.0— Unidirectional Flushing Program SOP and Field Support Task Highlights Develop SOP for City's use in continuing flushing events Provide field support for first flushing exercise Task 6.1— Develop UDF Program SOP • Prepare summary of procedures for conducting UDF • Identify additional water distribution operations and maintenance activities that may support improved water quality • Incorporate flushing maps into SOP document Task 6.2 —Field Support for Flushing • Attend one flushing exercise for identified flushing area and provide support and guidance on making observations during the flushing Task Group 6.0 Deliverables and Timing • UDF Program SOP • Summary of observations from flushing event • Preliminary SOP and observations for initial events shall be provided during this phase in accordance with the detailed project schedule Task 7.0 (Optional)- Assist with Public Involvement/ Outreach Task Highlights Provide updated information to the public under City's coordination regarding assessment and flushing schedules Task 7.0- Assist with Public Involvement /Outreach Should the City desire to conduct a public outreach campaign, CH2M HILL can work with the City to prepare the following materials: • Program overview graphics and content for City's inclusion in brochures and /or initial notifications via U.S. mail • Color -coded assessment and flushing schedule maps for regular update by the City on the City's web site • Notification street signs set up in neighborhoods prior to flushing AGENDA REPORT FOR: City Counci FROM: Gary Crutchfi 6Manager SUBJECT: Burden Blvd Si ewalk Gaps I. REFERENCE(S): 1. Burden Blvd Sidewalk Gaps — Vicinity Map 2. Burden Blvd Sidewalk Gaps — Parcel 1 Map 3. Burden Blvd Sidewalk Gaps — Parcel 2 Map May 5, 2014 Workshop Mtg.: 05/12/14 II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 5/12: Discussion III. FISCAL IMPACT: IV. HISTORY AND FACTS BRIEF: A) A recent citizen complaint prompted staff review of sidewalk conditions along Burden Blvd east of Road 68. Though Burden Blvd serves as a primary route for the thousands of homes east of Road 68 and most of the boulevard has sidewalks in place, two gaps remain along the frontage of undeveloped parcels (see map). B) State law authorizes the city to require property owners to install a missing section of sidewalk when the City Council finds such action necessary to provide a safe pedestrians pathway. The process requires Council approval of a resolution ordering the installation by a date certain and, if the owner fails to comply, the city will install the sidewalk and place a lien on the adjacent parcel for recovery of the expenditure. C) The estimated cost for sidewalk installation is between $15 -$20 per lineal foot. As Parcel 1 is only 50 -feet wide, its cost would approximate $1,000. Parcel 2 has about 160 feet on Burden Blvd (about $2,400) and about 240 feet on Road 60 (about $3,600). The gap on Road 60 is the only sidewalk gap remaining on Road 60. V. DISCUSSION: A) Given the traffic load on Burden Blvd, the maturity of development along the corridor and the growing amount of pedestrian traffic (to and from the commercial facilities serving the adjacent neighborhoods), staff recommends Council find that completion of the sidewalk on Burden Blvd and Road 69 is essential to public safety and order the adjacent owners to install the improvements. B) If Council concurs, staff will prepare the necessary resolution for Council action on May 19. 4(f) .� �," .ter V pd� Wod.®i 1 1 t MM AGENDA REPORT FOR: City Council TO: Gary Crutchfi it Manager,,---,, sn FROM: Robert Metzg , Chief of Po cel SUBJECT: Summer School Services Interagency Agreement I. REFERENCE: 1. Summer School Services - Proposed Agreement May 06, 2014 Workshop Mtg.: 5/12/14 Regular Mtg.: 5/19/14 H. ACTION REQUESTED OF COUNCIL STAFF RECOMMENDATIONS: 5/12: Discussion 5/19: MOTION: I move to approve the Interagency Agreement with the Pasco School District for summer school services and, further, authorize the Mayor to sign the agreement. III. FISCAL IMPACT: Pasco School District Funds - $16,298.00 IV. HISTORY AND FACTS BRIEF: A) School Resource Officers (SRO) are full -time uniformed police officers primarily dedicated to providing law enforcement resource services to assigned schools and surrounding neighborhoods. The School District has requested an extension of the SRO services for the 2014 Summer School at Pasco High School. Normally, SRO services are not provided during summer months. The School District has summer school programs at Pasco High School, Chiawana High School, and New Horizons High Schools. As a proactive measure, the School District has requested SRO's services for up to eight hours each day of summer school. There are 22 summer school days from June 11 to July 11. SROs are assigned to work normal patrol duties when school is not in session. B) The proposed Interagency Agreement is effective June through July 2014, and provides two School Resource Officers for the 2014 Summer School. The School District will reimburse the City for the salary and fringe benefits costs for two officers during 22 days of summer school. The City Council's approval of the Agreement is all that is required for the Police Department to proceed on schedule. �J INTERAGENCY AGREEMENT Between Pasco School District No.1 And City of Pasco, Washington This agreement, pursuant to Chapter 39.34 RCW is made and entered into by and between the Pasco School District No. 1, hereafter referred to as the "District" and the City of Pasco, a municipal corporation of the State of Washington, hereafter referred to as the "City." No special budget or funds are anticipated, nor shall be created. It is not intended that a separate legal entity be established to conduct this cooperative undertaking, nor is the acquiring, holding, or disposing of real or personal property other than as specifically provided within the terms of this Agreement, anticipated. The Chief of Police of the City of Pasco, Washington, shall be designated as the Administrator of this Inter -local Agreement. This Agreement shall be filed with the Franklin County Auditor, or alternatively listed by subject on either parties' website or other electronically retrievable public source. It is the purpose of this agreement to: 1. Enhance the safety and security of students, teachers, staff, and visitors and provide patrol of the various campuses of the District located within the City of Pasco, Washington. 2. Provide for the presence of armed and uniformed City Police Officers both inside and outside the school buildings on selected campuses of the District during certain school hours in support of such safety and security and the maintenance of a secure and peaceful learning atmosphere. 3. Provide for prevention, intervention, and prompt effective enforcement by the City's Police Department in situations involving, but not limited to: a. Maintenance of order b. Use, possession, or sale of illegal drugs and alcohol on school premises c. Crimes against persons d. Crimes against property e. Any other situations or activities which require the intervention of law enforcement officers; and 4. Provide for participation by police officers in the educational activities and role modeling to foster and enhance knowledge of and respect for law enforcement and law enforcement officers by students and the community. 5. Provide positive and supportive interface between law enforcement representatives and the District's substance abuse and harassment prevention efforts including, but not limited to Natural Helpers, Student Assistance Teams, Anti- Harassment and Bullying Project and other intervention and prevention efforts by the District. Interagency Agreement between Pasco School District No. 1 and the City of Pasco Page 1 of 5 It is therefore mutually agreed that: Statement of Work. The City shall furnish the necessary personnel and services and otherwise do all things necessary for and incidental to the performance of the work stated herein. The City shall: a. Assign two full -time uniformed police officers for eight consecutive hours each day from 07:30 AM to 3:30 PM to provide School Resource Officer services at specific schools June 11 — July 11, 2014 (except July 4, 2014) in accordance with the following schedule. Chiawana High School: ..................... June 11 - July 8, 2014 ................... Monday - Friday Pasco High School: .......................... June 16 - July 11, 2014 ................... Monday - Friday New Horizons: .................................. June 16 - July 11, 2014 ................... Monday - Friday One SRO will be assigned to Chiawana High School beginning June 11. The second SRO will cover duties at the remaining schools for the first full week of classes. The second SRO will be assigned to Pasco High School beginning June 16. Both officers are responsible for responding to incidents at the other schools as needed during the overlap period. Each SRO shall make certain that the Administration at their assigned school is notified when they are required to respond to another school. Generally, the quickest way to get an SRO to respond to an alternate school will be to call the Franklin County Emergency Dispatch Center and request an SRO be sent to the incident at a specific school. Except in incidents where a particular SRO may have prior knowledge or involvement in a specific case or other extenuating factors, the on -duty police supervisor will designate which SRO responds. Office space shall be provided as available at each school for the use of the School Resource Officer. Such office shall be equipped with one office desk and chair, and one locking cabinet. The City shall provide a lockable cabinet capable of securing police department equipment when not in use by the officer. b. Cooperate with the District to provide training and education to each assigned officer to ensure effective communication and interrelation with the school community and its students; c. Cooperate with the District to monitor and evaluate the effectiveness of the assigned officers and the program; d. Meet as needed during the academic year with the District's representative (as designated by the District) to evaluate the effectiveness of the program; e. Cooperate with the District's representative to investigate and report on any complaints regarding the conduct of an assigned officer, share fully, as permitted by law, with the District's representative all results of such investigations for the purpose of responding to each complaint and cooperate to resolve each complaint. Provided, that it shall be the responsibility of the District to respond to any complaint the District received from a student, parent or patron of the District and communicate the results of any investigation to such person or persons. Interagency Agreement between Pasco School District No. 1 and the City of Pasco Page 2 of 5 2. Terms and Conditions. All rights and obligations of the parties to this agreement shall be subject to and governed by the terms and conditions contained in the text of this agreement. Period of Performance. Subject to its other provisions, the period of performance of this areement shall commence on June 11, 2014 and be completed on July 11, 2014 with July 4` scheduled off, unless terminated sooner as provided herein. The principal shall be responsible for notifying the Chief of the City's Police Department of the school calendar, schedule of events and activities, and any changes in the same. The principal shall determine the specific hours when an officer shall be present within the limits set forth in Section La. of the Agreement. 4. Payment. The District shall reimburse the City for its expenses in employing two officers for (estimated) 328 hours as follows: a. For June 11, 2014 through July 11, 2014, an estimated total of sixteen thousand, two hundred and ninety -eight dollars ($16,298.00). Actual amount will be determined by the parties based upon any negotiated wage increase between the City and the police officer's collective bargaining unit. The current estimated wage rate with benefits is $49.69 per hour. 5. Billing Procedure. The City shall submit a monthly invoice or billing statement to the District. Payment shall be made to the City according to the regular procedures of the District. 6. Funding. If for any reason the District exhausts its budgeted funds for payment to the City for its services described herein or funds from any expected funding source become unavailable, the District shall notify the City and the obligations of the City shall immediately cease and this agreement terminate, unless the district otherwise assumes the obligations for the payment of services rendered by the Police Department. Non - discrimination. In the performance of this agreement, the District and the City shall comply with the provisions of Title VI of the Civil Rights Act of 1964 (42 USC 200d), Section 504 of the Rehabilitation Act of 1973 (29 USC 7904) and Chapter 49.60 RCW, as now and hereafter amended. Both shall not, except as they may be specifically allowed by laws to do so, discriminate on the grounds of race, color, national origin, sex, religion, marital status, age, creed, Vietnam -Era and Disabled Veterans status, or the presence of any sensor, mental, or physical handicap. In the event of non - compliance by either party or refusal to comply with the above provisions this agreement may be rescinded, canceled, or terminated in whole or in part. The non - complying party shall, however, be given a reasonable time in which to cure this non - compliance. Any dispute may be resolved in accordance with the "Disputes" procedure set forth herein. Interagency Agreement between Pasco School District No. I and the City of Pasco Page 3 of 5 8. Records Maintenance. The City shall maintain books, records, documents and other evidence that sufficiently and effectively reflect all direct and indirect cost expended in the performance of the services described herein. These records shall be subject to inspection, review or audit by the personnel of both parties, other personnel authorized by either party, the Office of the State Auditor and federal officers, if any, so authorized by law. The City and District shall retain all books, records, documents, and other materials relevant to this agreement for five (5) years after expiration. The office of the State Auditor, federal auditors, and any persons authorized by the parties shall have full access and the right to examine any of these materials during this five -year period. 9. Responsibilities and Authority of School Administrator. The principal or other administrator designated by the District is responsible for the supervision and daily operations of the school shall, subject to the lawful exercise of the officer's law enforcement responsibilities, schedule, assign and direct the officer's duties under this agreement. The principal is responsible for the investigation of non - criminal incidents that occur at or are related to the school. If the principal finds that he or she or any individual is in physical danger, the principal may request the law enforcement officer to assist him or her. In the case of a search of student property for the violation of District rules or other administrative reasons, the school principal or designated administrator or District employee will conduct the search. Once the principal has reason to believe that a crime has been or may be committed, the principal or other designated administrator shall request the law enforcement officer to assume responsibility. The building administrator shall have the responsibility to contact and report to parents and patrons regarding activities and findings of the law enforcement officer, where appropriate. 10. Indemnification. Each party shall defend, protect and hold harmless the other party from and against all claims, suits and/or actions arising from any negligent or intentional act or omission of that party's employees or agents while performing under this agreement. 11. Agreement Alterations and Amendments. The District and the City may mutually amend this agreement. Such amendments shall not be binding unless they are in writing and signed by the personnel authorized to bind the District and the City. 12. Termination. Except as otherwise provided in this agreement, either party may terminate this agreement by providing sixty (60) days advance written notification to the other party of their intent to terminate the agreement. If this agreement is so terminated, the terminating party shall be liable only for performance, in accordance with the terms of this agreement for performance rendered prior to the effective date of termination. 13. Savings. Should any portion of this agreement be declared illegal, the balance of the agreement shall remain in full force and effect to carry out the purposes of this agreement. Interagency Agreement between Pasco School District No. 1 and the City of Pasco Page 4 of 5 14. Disputes. In the event that a dispute arises under this agreement, it shall be resolved in the following manner: The Director of Educational Services of the District shall appoint a member to the Dispute Board. The Pasco Chief of Police shall appoint a member to the Dispute Board. The Director of Educational Services and the Pasco Chief of Police shall jointly appoint a third member to the Dispute Board. That person shall act as chairperson, convene the Dispute Board and cause a determination of the dispute, arrived at by a majority of the Board, to be rendered in a timely manner. The determination of the Dispute Board shall be final and binding on the District and the City. 15. Notices. Any notices required herein or related hereto shall be delivered in writing to the District at: Pasco School District No.1 Attn: Executive Director, Operations 1215 West Lewis Street Pasco, WA 99301 And to the City at: Pasco Police Department Attn: Chief of Police 525 North Yd Avenue Pasco, WA 99301 16. All Writings Contained Herein. This agreement contains all the terms and conditions agreed to by the parties. No understandings, oral or otherwise, regarding the subject matter of this agreement shall be deemed to exist or to bind any of the parties to this agreement. In Witness whereof, the parties have executed this agreement effective this day of 12014. City of Pasco: Matt Watkins, Mayor Attest: Debbie Clark, City Clerk Approved as to Form Leland Kerr, City Attorney Pasco School District No. 1 Sherry Lacon, President, Board of Education Saundra L. Hill, Superintendent John Morgan, Executive Director, Operations Sarah Thornton, School District Counsel Interagency Agreement between Pasco School District No. 1 and the City of Pasco Page 5 of 5 AGENDA REPORT FOR: City TO: Gary FROM: Stan Strebel, Deputy City Manager SUBJECT: Smoking Regulations I. REFERENCE(S): Smoking Regulations — Proposed Ordinance May 6, 2014 Workshop Mtg.: 5/12/14 Regular Mtg.: 5/19/14 II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 5/12: Discussion 5/19: MOTION: I move to adopt Ordinance No. , adding to the Pasco Municipal Code regarding Smoking Regulations and, further, to authorize publication by summary only. III. FISCAL IMPACT: N/A IV. HISTORY AND FACTS BRIEF: A) The voters of the state passed Initiative 901 in 2005, which prohibits smoking in public places. Legislative implementation of the Initiative also bans smoking in places of employment. The City has not yet codified the state regulations regarding smoking prohibitions. The proposed Ordinance would do so. B) Recent technology has resulted in the manufacture and sale of a variety of "e- cigarettes" which convert liquid nicotine into a chemically impregnated gas that is inhaled and exhaled by the user, thus simulating smoking. While there is ongoing debate regarding whether the use of such e- cigarettes constitutes "smoking," staff has included them in the definition of the same for consistency purposes. C) The sale to, or purchase or possession of tobacco or e- cigarettes by minors is also prohibited in the ordinance. D) While state regulations do not cover recreation places where children are known to congregate, the proposed ordinance proposes a prohibition on smoking at or near (25 ft.) park playgrounds, shelters and pools. V. DISCUSSION: A) Staff recommends adoption of the ordinance. 4(h) ORDINANCE NO. AN ORDINANCE of the City of Pasco, Washington, Creating a New Chapter 6.10 "Smoking Regulations "; and Creating a New Section 9.48.245 "Smoking at or near Park Shelters, Playgrounds and Pools Prohibited" WHEREAS, the voters of the State of Washington in 2005, by Initiative 901, directed smoking in public places be prohibited; and WHEREAS, legislature in adopting the terms of Initiative 901, enacted Chapter 7.160 RCW prohibiting smoking in public places and in places of employment; and WHEREAS, smoking consumption of tobacco products has been determined to be harmful to the health of not only the consumer, but those who may come in contact with second- hand smoke; and WHEREAS, the Washington State legislature has further found that the protection of adolescent health requires a strong set of comprehensive health and law enforcement intervention, including prohibiting the purchase or possession of tobacco products by minors; and WHEREAS, recent technology has broadened the use of harmful nicotine through e- cigarettes which converts liquid nicotine, which is a known neuro -toxin and highly addictive substance, into a chemically impregnated gas that is inhaled by the user simulating smoking, resulting in the discharge of nicotine impregnated gas; and WHEREAS, to adequately provide a consistent policy for the regulation of the use of tobacco and nicotine- infused products, and for the health and safety of the citizens of the City of Pasco; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. That a new Chapter 6.10 entitled "Smoking Regulations" of the Pasco Municipal Code, shall be and hereby is created and shall read as follows: Chanter 6.10 SMOKING REGULATIONS Sections: 6.10.010 Smoking Prohibited in Public Places or Places of Employment. 6.10.020 Definitions. 6.10.030 Sale for Delivery to Minors. 6.10.040 Purchasing or Possession by a Minor Prohibited, 6.10.050 Required Signage. 6.10.060 Mechanical Sales of E- Cigarettes Restricted. 6.10.070 Penalties. 6.10.010 SMOKING PROHIBITED IN PUBLIC PLACES OR PLACES OF EMPLOYMENT. No person may smoke in a public place or in any place of employment within the City. 6.10.020 DEFINITIONS. As used in this Chapter, the following terms have the meanings indicated. A) `Electronic cigarette" or "e- cigarette" means an electronic device usually composed of a mouthpiece, a heating element or atomizer, a battery, and electronic circuits that provide a gas derived from liquid nicotine and/or other substances which is inhaled by the user simulating smoking. The term includes such devices, regardless of the details of the product appearance or marketed name, generally manufactured to resemble cigarettes, cigars, pipes, or other smoking devices. B) "Liquid nicotine" means any liquid product composed either in whole or in part of nicotine, proprylene glycol and/or other similar substances and manufactured for use with e- cigarettes or other devices to be converted into a gas for inhaling. C) "Minor" means any person under eighteen (18) years of age. D) "Person" means any natural person, individual, corporation, unincorporated association, proprietorship, firm, partnership, joint venture, joint stock association, limited liability company, limited partnerships, or other entity or business of any kind. F) "Place of employment" means any area under the control of a public or private employer which employees are required to pass through during the course of employment, including, but not limited to entrances and exits to the places of employment, and including a presumptively reasonable minimum distance, as set forth in RCW 70.160.075, of twenty-five (25) feet from entrances, exits, windows that open, and ventilation intakes that serve an enclosed area where smoking is prohibited; work areas; restrooms; conference and classrooms; break rooms and cafeterias; and other common areas. A private residence or home -based business, unless used to promote licensed child care, foster care, adult care, or other similar social service care on the premises, is not a place of employment. F) "Public place" means that portion of any building or vehicle used by and open to the public, regardless of whether the building or vehicle is owned in whole or in part by private persons or entities, the City of Pasco, or other public entity, and regardless of whether a fee is charged for admission, and includes a presumptively reasonable minimum distance, as set forth in RCW 70.160.075, of twenty-five (25) feet from entrances, exits, windows that open, and ventilation intakes that serve an enclosed area where smoking is prohibited. A public place does not include a private residence unless the private residence if used to provide licensed child care, foster care, adult care, or other similar social service care on the premises. "Public places" include, but are not limited to schools, elevators, public conveyances or transportation facilities, museums, concert halls, theaters, auditoriums, exhibition halls, indoor sports arenas, hospitals, nursing homes, health care facilities or clinics, enclosed shopping centers, retail stores, retail service establishments, financial institutions, educational facilities, ticket areas, public hearing facilities, state legislative chambers and immediately adjacent hallways, public restrooms, libraries, restaurants, waiting areas, lobbies, bars, taverns, bowling Smoking Regulation Ordinance Page 2 alleys, skating rinks, casinos, reception areas, and no less than seventy -five percent (75 %) of the sleeping quarters within a hotel or motel that are rented to guests. A public place does not include a private residence. This chapter is not intended to restrict smoking in private facilities which are occasionally open to the public except upon the occasions when the facility is open to the public. A) "Smoke" or "smoking" means the carrying or smoking of any kind of 1) Lighted pipe, cigar, cigarette, or other lighted smoking equipment. 2) An electronic cigarette or e- cigarette, or other device that results in the discharge of a gas derived from liquid nicotine. 6.10.030 SALE FOR DELNERY TO MINORS, A) Every person who sells or gives, or permits to be sold or given, to any minor any cigar, cigarette, cigarette paper or wrapper, tobacco in any form, or electronic cigarette or other vapor product is guilty of a gross misdemeanor. B) It shall be no defense to the prosecution for a violation of this section that the person acted, or was believed by the defendant to act, as agent or representative of another. 6.10.040 PURCHASING OR POSSESSION BY A MINOR PROHIBITED. A) Any minor who purchases or attempts to purchase, possesses, or obtains or attempts to obtain cigarettes or tobacco products, or e- cigarettes, or their components, commits a class 3 civil infraction under Chapter 7.80 RCW, and is subject to a fine as set forth therein, or participation in up to four hours of community restitution, or both. The Court may also require participation in a smoking cessation program. 6.10.050 REQUIRED SIGNAGE. A) Owners, or in the case of a leased or rented space, the lessee or other person in charge, of a place regulated under this Chapter, shall prohibit smoking in public places and places of employment and shall post signs prohibiting smoking as appropriate under this Chapter. Signs shall be posted conspicuously at each building entrance. In the case of retail stores and retail service establishments, signs shall be posted conspicuously at each entrance and in prominent locations throughout the place. B) Any person selling, marketing, displaying, giving, or distributing tobacco products or e- cigarettes, or their components shall display a printed sign, posted so that it is clearly visible to anyone purchasing tobacco products, e- cigarettes, or their components. The sign must be in contrasting colors and at least 20 -point type, and must read substantially as follows: Smoking Regulation Ordinance Page 3 "IF YOU ARE UNDER 18, YOU COULD BE SUBJECT TO PENALTY FOR PURCHASING TOBACCO PRODUCTS, E- CIGARETTES, OR RELATED DEVICES OR THEIR COMPONENTS. THE SALE OF TOBACCO PRODUCTS, E- CIGARETTES, OR RELATED DEVICES OR THEIR COMPONENTS TO PERSONS UNDER THE AGE OF 18 IS STRICTLY PROHIBITED - PHOTO ID IS REQUIRED." 6.10.060 MECHANICAL SALES OF E- CIGARETTES RESTRICTED. No person shall sell or permit to be sold e- cigarettes, or their components, through any device that mechanically dispenses such products unless the device is located fully within premises from which minors are prohibited, and in a location not less than ten (10) feet from all entrances or exit ways to and from the premises. 6.10.070 PENALTIES. A) Any person intentionally violating this Chapter by smoking in a public place or place of employment, or any person removing, defacing, or destroying a sign required by this Chapter, is subject to a civil fine of up to one hundred dollars ($100.00). B) Every person violating Section 6.10.030, is guilty of a gross misdemeanor. C) Violation of any provision of this Chapter by a minor shall be a class 3 civil infraction under PMC 1.02. Violation of any provision of this Chapter other than as provided above, by anyone other than a minor, shall be a class 1 civil infraction. Each violation is a new and separate offense. Section 2. That a new Section 9.48.245 entitled "Smoking in Parks Prohibited" of the Pasco Municipal Code shall be and hereby is created and shall read as follows: 9.48.245 SMOKING AT OR NEAR PARK SHELTERS PLAYGROUNDS AND POOLS PROHIBITED. Smoking as defined by PMC 6 10 020 and tobacco use is prohibited at or within twenty five (25) feet of the perimeter of all park shelters playgrounds (including water playgrounds) or swimming pools. Section 3. This Ordinance shall take full force and effect five (5) days after its approval, passage and publication as required by law. PASSED by the City Council of the City of Pasco, Washington, and approved as provided by law this _ day of 2014. Matt Watkins, Mayor Attest: Debbie Clark, City Clerk Approved as to Form: Leland B. Kerr, City Attorney Smoking Regulation Ordinance Page 4 AGENDA REPORT TO: City Councir\ May 9, 2014 FROM: Gary Crutc try Manager Workshop Mtg.: 5/12/14 Regular Mtg.: 5/19/14 SUBJECT: Legislative Co ultant Agreement I. REFERENCE(S): 1. Legislative Consultant Agreement - Proposed Agreement H. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 5/12: Discussion 5/19: MOTION: I move to approve the agreement with Gordon Thomas Honeywell Governmental Affairs for state legislative consultant services and, further, authorize the City Manager to sign the agreement. III. FISCAL IMPACT: Total: $43,000 maximum IV. HISTORY AND FACTS BRIEF: A) The city has employed the services of a legislative consultant for each of the past nine years. In doing so, the city has realized the following accomplishments that would likely not have happened if not for the particular services of the consultant work: $5.2 million legislative appropriation for construction of the Ainsworth Overpass Project; • $400,000 legislative appropriation for construction of the Court Street Pedestrian Overpass of SR395; $3 million legislative appropriation for Lewis Street Overpass project. Amendment of the ambulance utility statute. B) GTH has offered to continue services for Pasco, at their standard rate of $3,333 per month, with a contract term of one year; the resulting cost is $40,000 (plus $3,000 in reimbursables). While the consultant will perform the general legislative duties listed, the greatest value will be the consultant's effort to obtain additional state funding assistance for the Lewis Street overpass, a priority project of the city which is simply too costly for the city to construct on its own. V. DISCUSSION: A) The value of an effective legislative consultant is clear when measured by the success the city has realized over the past six years. Continuing such a relationship is imperative if the city desires to continue to seek assistance via the state legislature (whether by appropriation or statutory language). B) GTH accomplished no small feat in the 2009 session by helping obtain the legislative appropriation of $3,000,000 for the Lewis Street Overpass. In addition, GTH was instrumental in guiding the regional PFD legislation through the 2010 legislature and the ambulance utility statute amendment in 2011. While our legislators were also instrumental in these endeavors, they were aided greatly by the effort of GTH coordinating with many other legislators to assure the local objective was not lost in the details of the process. C) GTH has the advantage of a Washington D.C. office; thus, the opportunity to pursue a coordinated effort (state and federal) to obtain the funding assistance necessary for construction of the Lewis Street Overpass project. The proposed scope of work will address the city's 2015 legislative agenda, though it may be revised by year -end. D) In view of the potential 2015 legislative benefits, staff recommends approval of the proposed contract. 4(i) CITY OF PASCO CONSULTING AGREEMENT This Agreement is entered into by and between City of Pasco and Gordon Thomas Honeywell Governmental Affairs (hereinafter referred to as "Consultant "), upon the following terms and conditions: A. Scope of Work. Consultant will advise and assist the City of Pasco in accordance with Consultant's Scope of Work, described in Attachment "A" hereto and incorporated herein, and Consultant will do and produce such other things as are set forth in the Scope of Work (the "Services "). Consultant's Services will be in compliance with applicable laws, regulations, rules, orders, licenses and permits, now or hereinafter in effect, and Consultant shall famish such documents as may be required to effect or evidence such compliance. B. Compensation; Expenses. The City of Pasco will pay Consultant for satisfactorily rendered Services in accordance with the specific terms set forth in Attachment "A." C. Invoices; Payment. Consultant will furnish the City of Pasco invoices at regular intervals, as set forth in Attachment "A." D. Term. Consultant shall promptly begin the Services hereunder on the date set forth in Attachment "A" and shall terminate same on the date set forth in Attachment "A," unless earlier terminated by mutual agreement. The City of Pasco or consultant may terminate consultant services for convenience at any time prior to the termination date set forth in Attachment "A," provided that either party provides 30 -days notice. E. Ownership of Work Product. The product of all work performed under this agreement, including reports, and other related materials shall be the property of the City of Pasco or its nominees, and the City of Pasco or its nominees shall have the sole right to use, sell, license, publish or otherwise disseminate or transfer rights in such work product. G. Independent Contractor. Consultant is an independent contractor and nothing contained herein shall be deemed to make Consultant an employee of the City of Pasco, or to empower consultant to bind or obligate the City of Pasco in any way. Consultant is solely responsible for paying all of Consultant's own tax obligations, as well as those due for any employee /subcontractor permitted to work for Consultant hereunder. H. Release of Claims; Indemnity. Consultant hereby releases, and shall defend, indemnify and hold harmless the City of Pasco from and against all claims, liabilities, damages and costs arising directly or indirectly out of, or related to, Consultant's fault, negligence, strict liability or produce liability of Consultant, and/or that of any permitted employee or subcontract or Consultant, pertaining to the Services hereunder. I. Assignment. Consultant's rights and obligations hereunder shall not be assigned or transferred without the City of Pasco's prior written consent; subject thereto, this Agreement shall be binding upon and inure to the benefit of the parties' heirs, and successors. J. Governing Law; Severability. This Agreement shall be governed by the laws of the State of Washington, U.S.A. (excluding conflict of laws provisions). If any term or provision of this Agreement is determined to be legally invalid or unenforceable by a court with lawful jurisdiction hereover (excluding arbitrators), such term or provision shall not affect the validity or enforceability of any remaining terms or provisions of this Agreement, and the court shall, so far as possible, construe the invalid portion to implement the original intent thereof. K. Arbitration. Should any dispute arise concerning the enforcement, breach or interpretation of this Agreement, the parties shall first meet in a good faith attempt to resolve the dispute. In the event such dispute cannot be resolved by agreement of the parties, such dispute shall be resolved by binding arbitration pursuant to RCW 7.04A, as amended, and the Mandatory Rules of Arbitration (MAR); venue shall be placed in Pasco, Franklin County, Washington, the laws of the State of Washington shall apply, and the prevailing party shall be entitled to its reasonable attorney fees and costs. L. Entire Agreement; Etc. This Agreement, and its incorporated attachments hereto, state the entire agreement between the parties regarding the subject matter hereof and supersede any prior agreements or understandings pertaining thereto. Any modification to this Agreement must be made in writing and signed by authorized representatives of both parties. Any provision hereof which may be reasonably deemed to survive the expiration or termination of this Agreement shall so survive, and remain in continuing effect. No delay or failure in exercising any right hereunder shall be deemed to constitute a waiver of any right granted hereunder or at law by either party. Consultant: City of Pasco: Gordon Thomas Honeywell Governmental Affairs Briahna Taylor, Vice President Date: Gary Crutchfield, City Manager Date: 2014 -2015 Legislative Services Agreement Page 2 ATTACHMENT G°A" TO CITY OF PASCO CONSULTING AGREEMENT A. Scope of Work: Consultant shall provide the City of Pasco with the following governmental affairs services: General Washington State Legislative Services • Identify and track all relevant legislation. • During the legislative session, provide the City with weekly reports and tracking lists. • Attend all relevant legislative hearings. • Attend all relevant legislative meetings. • Coordinate City officials to testify at relevant legislative hearings. • Lobby to amend, defeat or pass legislation or budgets that directly affect the City's interests. • Strengthen relevant legislative relationships between the City, state legislators, and executive offices. • Work with the City to develop a state budget request and lobby the Legislature to fund the request. Specific Legislative Issues: • Obtain specific allocations for the Lewis Street Overpass within the Capital and/or Transportation budgets and assist in related grant/loan applications. • Proactively pursue changes to state law that advance the city's annexation efforts. • Protect and restore state - shared revenues that Pasco receives from the state. • Pursue reforms to the Public Records Act. • Preserve local authorities and avoid unfunded state mandates. B. Compensation/Expenses: The City of Pasco shall pay Consultant a monthly fee of $3,333 for the services listed above. Consultant shall only bill communication expenses, such as travel to Pasco. The expenses shall not exceed $3,000 for the term of the contract. C. Invoices/Payments: (a) Consultant shall furnish the City of Pasco with invoices for services performed on a monthly basis, and (b) the City of Pasco shall pay each of Consultant's invoices within thirty (30) days after City's receipt and verification of invoices. D. Term of Agreement: Consultant's services shall commence on July 1, 2014 and shall terminate on June 30, 2015. 2014 -2015 Legislative Services Agreement Page 3 AGENDA REPORT TO: City Council FROM: Gary Crutchfi e r Manager SUBJECT: Council Goals I. REFERENCE(S): Council Goals - Proposed Resolution May 8, 2014 Workshop Mtg.: 5/12/14 Regular Mtg.: 5/19/14 II. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS: 5/12: Discussion 5/19: MOTION: I move to approve Resolution No. , establishing primary goals for the city for calendar years 2014 -2015. III. FISCAL IMPACT: IV. HISTORY AND FACTS BRIEF: A) Over the past 20+ years, City Council has conducted biennial retreats in the spring of each even numbered year (following the municipal election in the odd number year). The purpose of the retreat is to consider the community input along with staff advice and develop a list of specific and measurable goals to be pursued by the city organization over the ensuing two years. B) The Council conducted its retreat on April 18 & 19 following Community Forums to collect community advice on March 18 & 19. The result of the retreat is reflected in the proposed resolution. V. DISCUSSION: A) Approval of the resolution will formally establish the list of goals as the primary work plan for the organization over the ensuing two years. It will be reflected in budget recommendations as well as day to day administrative actions, all designed to achieve those goals before the next biennial retreat (spring 2016). 4(j) RESOLUTION NO. A RESOLUTION establishing primary goals of the City of Pasco for the ensuing calendar years 2014- 2015. WHEREAS, the City of Pasco organization desires to focus the allocation of its resources toward primary goals selected to fulfill the vision of Pasco's future, as held by its elected representatives; and WHEREAS, the City Council conducted Community Forums on March 18 and 19 to elicit the concerns of residents about the present condition of the City, as well as thoughts and suggestions for Pasco's future; and WHEREAS, the City managerial staff has shared with the City Council its concerns for the present as well as visions for the future of the Pasco community; and WHEREAS, the City Council conducted a goal setting retreat on Saturday, April 19, 2014 to discuss all the various concerns for the present as well as visions for the future; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DO RESOLVE AS FOLLOWS: Section 1. That the following goals shall be considered primary goals for the City of Pasco for the ensuing two years (calendar years 2014 and 2015): 1. Industrial Development: the Pasco community relies on one of the lower "per capita" assessed values (total taxable property value divided by total population) in the state. The City needs to foster more industrial investment to increase the non - residential tax base and, in turn, improve the ability of local public agencies to deliver needed services. The City has worked diligently with its partners (Port, PUD, County, etc.) to create "development ready" industrial sites, particularly the Heritage Industrial Center, Foster Wells area and along the SR12 corridor. The City will continue to partner with the Port, TRIDEC and others to focus on the development of "professional wage" jobs through aggressively marketing industrial development opportunities and will provide sewer service to the Kartchner interchange industrial area. 2. Road 68 Congestion: the extent and nature of urban growth on the plateau, combined with the limitations imposed by the current configuration of the Road 68 interchange at I -182, have led to a pattern of intolerable congestion at the intersection of Road 68 and Burden Blvd. Though the City has made numerous improvements, and has plans to make additional improvements, the most promising solutions require modification to the I -182 freeway and are, therefore, subject to approval of WSDOT and FHWA. The City will construct an additional south (Road 68) to west bound (I -182) right turn lane at the Road 68 interchange, obtain approvals for additional on/off ramps east of Road 68, and plan for the completion of the necessary linkages surrounding the Road 68/1 -182 corridor. 3. Police Station: the explosion of residential growth in the City over the past decade has led to a corresponding increase in City staff necessary to sustain and improve municipal services. The Police Department has outgrown available space at the civic center which is at capacity for virtually all departments. Voter approval of a sales tax for public safety purposes in 2011 provides the City with a funding source which should allow the issuance of bonds for the construction of a new police station. To that end, the City will construct and occupy a new police station by 2016. 4. Senior Center: while the City's population has grown dramatically over the last 15 years, citizen use of the Senior Center has declined. The decline in use is a result of a changing culture and an older population which is more active in lifestyle and less interested in traditional "senior citizens" programs. The large size of the facility and declining use has become an unnecessary drain on the City's resources. Believing that there is still a need for specialized services and programs for the senior population, the City will provide an appropriately sized and located senior center to replace the current facility. 5. Northwest Area Utilities: the northwest corner of the City's urban growth area represents an area of approximately 2,000 acres; including the acreage near the Road 100/1 -182 interchange, which is designated as the City's primary future growth area. With the availability of urban utility services, the area will develop in an efficient and orderly pattern; without such services, primarily sewer, the area will not develop to urban levels and much land will be underutilized. In order to assure that the City can foster appropriate development in this area, the City will complete Phase 1 of the Northwest Element of the City's Sewer Services Plan. 6. Priority Parks Facilities: while rapid growth of the City's residential housing stock has resulted in demands for new neighborhood parks (paid for by park impact fees on new building permits), the size of the community creates a demand for more specialized facilities and some larger park and recreation venues. In order to fulfill the growing demand for such facilities, the City will develop a Priority Parks Facilities Plan and implement Phase I of the plan. Primary Goals — 2014 -2015 Page 2 7. Emergency Communications: for more than 30 years, the City has relied on the Franklin County Sheriff for emergency communication services (police and fire). Operational and technological constraints along with growth of the City have led to an increasingly ineffective emergency system. Regionalization of call processing and dispatch services has been evaluated and promises to be the most cost effective and reliable way to assure future emergency communication services for the public as well as emergency responders. To that end, the City Council will diligently work to complete the transition to a single Public Safety Answering Point (PSAP) for the Tri- Cities region and convert law enforcement communications to 800 MHZ. 8. Lewis Street Overpass: the existing underpass (now 77 years old) continues to show signs of deterioration, posing an eventual threat to public safety as well as potential harm to the BNRR system which has mainline tracks over it. The City has secured the necessary right - of -way and has completed final design, thus making the project "shovel ready" but cannot afford to finance construction of the project. Thus, the City will work to obtain state and federal funding commitments for at least 85% of the estimated $31 million project construction cost. 9. DNR: the state Department of Natural Resources controls the western half of the property adjacent to the City's busiest freeway interchange — I -182 /Road 68 — and gateway to the center of commercial activity in Pasco. As DNR's experience /focus is largely on rural property, it is ill- equipped to manage property within an urbanizing area. While limited commercial development has been established in the quadrant north of I -182, the property lease required by DNR effectively discourages retail developers, indirectly harming the Pasco community. Further, while the City was successful in securing legislative direction to DNR requiring the sale of residential property south of the anticipated Chapel Hill Boulevard extension, continued DNR control of the commercial property (and its use for farming) at this high traffic interchange neither benefits the state nor allows the City the advantage of urbanization (highest and best use) of the property in this area and conflicts with objectives of the state's Growth Management Act. To address this issue, the City will work to foster the earliest feasible and appropriate development of commercial property at the Road 68 interchange; facilitate the extension of Chapel Hill Blvd from Road 84 to Road 68; and prepare to accommodate residential development on property south of the Chapel Hill extension. 10. Animal Shelter: the Tri- Cities Animal Control Authority (ACA) was formed in 1998 as a cooperative effort between the cities of Kennewick, Richland and Pasco. In 2001, the City purchased the shelter formerly occupied by the Humane Society (located in Pasco) and leased it to the ACA. With the facility reaching 50 years of age, the costs of maintenance are beginning to become unreasonable. More importantly, the facility no longer has adequate capacity to house the number of impounded animals, as the population of the three cities has Primary Goals — 2014 -2015 Page 3 grown dramatically in the past 15 years. As the operating agency for the ACA, Pasco must assume a leadership role to address the need for a new facility and a shelter plan was proposed in 2009. While a site for a new facility has been identified and is generally accepted by all three cities, there is no consensus on when and how to move forward. Pasco will foster agreement on a shelter replacement plan, and have a new animal shelter under construction by 2016. 11. Annexation: the City's Urban Growth Area (UGA) was designated by Franklin County, to include all of the area south of I -182, in 1993. Since that time, the City has planned utility and transportation infrastructure as well as the siting of other important public facilities to serve the entire UGA. When City water service has been extended to properties outside the City limits but within the UGA, the extension has been conditioned on agreement (binding on successor owners), granting the City the power of attorney to sign a future annexation petition on behalf of the property owner. Clearly, the most efficient delivery of services to the "donut hole" will come about upon annexation, as the City already has most of the staffing and infrastructure in place to serve the area. Additionally, a ballot issue in November 2013 resulted in 70% of city voters confirming that the donut hole should be part of Pasco. For these reasons, the City will reduce the size of the unincorporated "donut hole" through continued orderly annexation. 12. Gang Prevention/Suppression: Pasco has managed its gang problem relatively well, but the problem requires constant vigilance. The growth of gang activities in the region could lead to escalation of criminal and nuisance activities in Pasco. In addition to the deployment of a new street crimes police unit, the City will encourage gang prevention programs by assisting in the provision of program facilities while improving the effect of its graffiti abatement program. 13. Oregon Avenue: Oregon Avenue is a major arterial serving a primary industrial area of the City. Recent efforts with WSDOT have produced an agreement on concepts for development of the roadway to more adequately accommodate traffic and better serve adjacent property which is intended to encourage more private investment in that vicinity. To that end, the City will complete Phase 1 of the Oregon Avenue Improvement Plan. 14. Downtown Revitalization: as have many older urban centers, the downtown business district continues to struggle in its effort to revitalize itself. The formation of the Downtown Pasco Development Authority and the recent contracting with a downtown revitalization consultant will help the new organization take its first steps toward revitalization. To further encourage downtown improvement efforts, the City will complete the design of the one - way couplet system proposed to accommodate the Lewis Street Overpass and determine the feasibility and appropriate timing of the project, as it will present significant opportunity for streetscape renovations in the downtown core. Primary Goals — 2014 -2015 Page 4 15. Neighborhood Revitalization: residential areas in the central portion of the City include many homes approaching 60 -75 years of age. Designed for a different age, the neighborhoods often lack adequate off - street parking, experience higher population densities, and are frequently characterized by planting strips with large (and often problematic) shade trees. To address these issues, the City will implement the neighborhood revitalization plan for the area between 10th and 5th Avenues. 16. Waterfront Plan: over the past decade, the City has made notable improvements along the Columbia River shoreline. Both the City and the Port of Pasco control a significant amount of shoreline property east of the Cable Bridge. Given the unique opportunity to develop the area as an economic and recreational asset, the City will work in partnership with the Port of Pasco to develop and implement a common plan for redevelopment of the waterfront area between the Cable Bridge and Osprey Point. 17. Marine Terminal Rail Spur: a Burlington Northern rail spur line extends from its main line, westerly, then circling to the east to service the Port of Pasco's marine terminal area. With only one remaining tenant in the area receiving rail service, the line will have no further use after 2015. Given the wide right -of -way adjacent to much of the spur, there is significant potential for development and redevelopment of property if the railroad will agree to removal of the spur and disposal of the associated right -of -way. In order to encourage the eventual redevelopment of the area, the City will foster an agreement with BNSF and the Port of Pasco for the removal of the unnecessary rail spur west of the mainline and plan for the redevelopment of associated lands. Section 2. The City Manager is hereby directed and authorized to formulate appropriate implementation strategies to achieve the goals set forth hereinabove, consistent with appropriation policies and procedures. PASSED by the City Council of the City of Pasco at a regular meeting this _ day of .2014. Matt Watkins, Mayor ATTEST: Debra Clark, City Clerk Leland B. Kerr, City Attorney Primary Goals — 2014 -2015 Page 5