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Home My WebLink About9/22/2015 - City Council - City Council Meeting Agenda Packet - Steven C Lacy, MayorIn compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk at 509-884-9515 Notification of 3 working days prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. Page 1 of 1 ROLL CALL PLEDGE OF ALLEGIANCE PRESENTATION Our Valley… What's Next? A Regional Vision, A Regional Plan… Lisa Parks, Executive Director of Port of Douglas County, and Shiloh Schauer, Executive Director of the Wenatchee Valley Chamber of Commerce. PUBLIC COMMENTS BUDGET ISSUES Report from the September 17, 2015 Budget Committee Meeting. MAYOR’S REPORT Chelan – Douglas Transportation Council – Approval of Funds DEPARTMENT REPORT(S) Nick Gerde, Finance Director – Financial Report for the month of August 2015. CONSENT CALENDAR 1. Consideration of Minutes – Regular Session, September 8, 2015 2. Consideration of Payables ACTION ITEM(S) 4. 15-09-02 Valley Mall Parkway LID Parking Lot Consultant Agreement – Construction Engineering. (Greg Pezoldt, Public Works Director) RESOLUTION(S) 6. 15-09-08 A Resolution of the City of East Wenatchee, Washington declaring its intent to assume the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. (Devin Poulson, City Attorney) COUNCIL REPORTS EXECUTIVE SESSION(S) Current Litigation ADJOURNMENT CITY OF EAST WENATCHEE REGULAR COUNCIL MEETING AGENDA SEPTEMBER 22, 2015 6:30 P.M. This page intentionally left blank Consent Calendar This page intentionally left blank CITY OF EAST WENATCHEE COUNCIL MINUTES SEPTEMBER 8, 2015 1 REGULAR SESSION OF THE CITY COUNCIL CONVENED MAYOR STEVEN C. LACY, PRESIDING SEPTEMBER 8, 2015 6:30 P.M. ROLL CALL Mayor Steven C. Lacy Councilmember George Buckner Councilmember Harry Raab Councilmember Frank Collings Councilmember Chuck Johnson - Excused Councilmember Wayne Barnhart - Excused Councilmember Sandra McCourt Councilmember Tim Detering EMPLOYEES IN ATTENDANCE City Attorney Devin Poulson City Clerk Dana Barnard Finance Director Nick Gerde Public Works Director/Engineer Greg Pezoldt Police Chief Randy Harrison Clerical Assistant Shawn Murison BUDGET ISSUES Finance Director Nick Gerde noted there will be a Budget Committee meeting on September 17, 2015. MAYOR’S REPORT Mayor Lacy reviewed a Memorandum of Agreement (MOA) and 2015 City of East Wenatchee Local 846-W Pay Scale - Appendix A, between the City of East Wenatchee and The Washington State Council of County and City Employees, AFSCME, Council 2, Local 846-W, noting the creation of a Probation Counselor position, modifying duties and responsibilities of the Building Permit Technician, and negotiating wages for the positions, effective as of September 1, 2015. Council Action: A motion was made by Councilmember Detering, second by Councilmember Raab, to approve the MOA, and amend the schedule as presented. The motion carried, 5-0. Mayor Lacy noted that Commissioner Stanton has ordered an appraisal on the Douglas County Area One facility located on 3rd Street, and said he would contact us with a number when available. He indicated the appraisal could take 6-8 weeks. DEPARTMENT REPORT(S) Public Works Director Greg Pezoldt reviewed the 2015 Construction Projects Status Report for September. He noted that Executive Director Jeff Wilkens, Chelan Douglas Transportation Council, will assist City Staff with a presentation to City Officials prior to any decision made for the Valley Mall Parkway/9th Street NE signal Project. CITY OF EAST WENATCHEE COUNCIL MINUTES SEPTEMBER 8, 2015 2 CONSENT CALENDAR Items listed below were distributed to Councilmember’s in advance for study and were enacted in one motion. Council Action: A motion was made by Councilmember Raab, second by Councilmember Detering, to approve the Consent Calendar as presented. The motion carried, 5-0. 1. Consideration of Minutes – Regular Session, August 25, 2015 2. Consideration of Payables i. 2015 Payables – As of this date, September 8, 2015, Council does approve check numbers 44143 through 44196 in the total amount of $79,664.71. Payables checks 44074 and 44075 were voided. ACTION ITEM(S) 15-09-01 Commercial Lease for lease of 88 9th St. Presented by: Steven C. Lacy, Mayor Council Action: A motion was made by Councilmember Detering, second by Councilmember Buckner, to authorize the City to waive the Seller’s obligation to remove all tenants before closing. The motion carried, 5-0. Council Action: A motion was made by Councilmember Buckner, second by Councilmember Collings, to authorize the Mayor to execute the Lease Agreement. The motion carried, 5-0. 15-09-02 Valley Mall Parkway LID Parking Lot Consultant Agreement – Construction Engineering. Presented by: Greg Pezoldt, Public Works Director Mr. Pezoldt asked to remove Item No. 15-09-02 from the Agenda due to pending negotiations. 15-09-03 Valley Mall Parkway Consultant Agreement Supplement 1. Presented by: Greg Pezoldt, Public Works Director Council Action: A motion was made by Councilmember Detering, second by Councilmember McCourt, to authorize the Mayor to execute a Contract with RH2 Engineers not to exceed $198,873.08 for the construction engineering and inspection of the Valley Mall Parkway Preservation Project. The motion carried, 5-0. 15-09-04 Recommendation to award the bid for the Valley Mall Parkway Preservation Project. Presented by: Greg Pezoldt, Public Works Director Council Action: A motion was made by Councilmember Collings, second by Councilmember Detering, to authorize the Mayor to sign a Contract with Central Washington Asphalt for the construction of the Valley Mall Parkway Preservation Project CITY OF EAST WENATCHEE COUNCIL MINUTES SEPTEMBER 8, 2015 3 in the amount of $912,539.80. The motion carried, 5-0. 15-09-05 French Avenue Consultant Agreement – Construction Engineering Phase. Presented by: Greg Pezoldt, Public Works Director Council Action: A motion was made by Councilmember Detering, second by Councilmember Collings, to authorize the Mayor to execute a contract with RH2 Engineers not to exceed $23,428.32 for the construction engineering and inspection of the French Avenue Project. The motion carried, 5-0. 15-09-06 A recommendation to award the bid for the French Avenue Improvements Project. Presented by: Greg Pezoldt, Public Works Director Council Action: A motion was made by Councilmember Detering, second by Councilmember Collings, to authorize the Mayor to sign a Contract with Hurst Construction for the construction of the French Avenue Project in the amount of $537,021.37. The motion carried, 5-0. COUNCIL REPORT(S) Mayor Lacy said there is a possibility of having for the Highline Drive Project. However, a final decision has not been made. He said we are following guidelines, and he will inform Council if the award actually occurs. Mayor Lacy noted that we received a letter from the Department of Ecology (DOE) confirming funding for the Valley Mall Parkway Parking Lot Project in the amount of $405,000. The following reports/minutes were submitted in writing prior to the City Council meeting.  Mayor Lacy – Minutes from the Chelan-Douglas Transportation Council meeting held on August 13, 2015.  Tom Wachholder – Greater East Wenatchee Stormwater Utility (GEWSWU) Capital Project Fee Contribution List, dated August 24, 2015. ADJOURNMENT 7:30 p.m. _______________________ Dana Barnard City Clerk CHECK NUMBERS: 44268; 44276 THRU 4444309 VOIDED CHECKS: 44087; 44269-44275 DEPARTMENT/FUND AMOUNT General Fund 001 $51,595.18 Street Fund 101 $2,042.31 Community Dev Grants Funds 102 $0.00 Library Fund 112 $422.14 Hotel/Motel Tax Fund 113 $0.00 Drug Fund 114 $0.00 Criminal Justice Fund 116 $0.00 Events Board Fund 117 $2,229.86 Bond Redemption Fund 202 $0.00 Street Improvements Fund 301 $4,164.84 Storm Water Improvements Fund 308 $0.00 Capital Improvements Fund 314 $0.00 Equipment R&R Fund 501 $4,214.19 Transportation Benefit District 630 $0.00 Grand Total All Funds $64,668.52 CITY OF EAST WENATCHEE CHECK REGISTER SEPTEMBER 22, 2015 PAYABLES Fund Number Description Amount 001 Current Expense $51,595.18 101 Street Department $2,042.31 112 Library Fund $422.14 117 East Wenatchee Events Brd Fund $2,229.86 301 Street Improvement Fund $4,164.84 501 Equipment Rental & Replacement $4,214.19 Count: 6 $64,668.52 Fund Transaction Summary Transaction Type: Invoice Fiscal: 2015 - September 2015 - September 2nd Council Meeting Printed by EASTWENATCHEE\tallen on 9/16/2015 5:07:01 PM Page 1 of 1 East Wenatchee - Fund Transaction Summary Voucher Directory Vendor Number Reference Account Number Description Amount AG Supply Company INC 44276 Execution Time: 19 second(s) 2015 -September 2015 -September 2nd Council Meeting 368757 Total 368757 368806 Total 368806 369218 Total 369218 370062 Total 370062 370063 Total 370063 370081 Total 370081 Chain Hobby 001-000-11 0-511-60-49-00 501-000-000-542-90-48-20 E-Clips and Fasteners 501-000-000-542-90-48-20 Hefty Bags 101-000-420-542-75-47-00 Pickup Tools 101-000-420-542-75-30-00 Strap Hanger 501-000-000-542-90-48-20 Paper Towels 101-000-430-543-30-30-00 Invoice -9/16/2015 8:23:32 AM Shop Fuel 1 01-000-313-519-71-30-00 101-000-420-542-30-30-00 101-000-420-542-64-30-00 101-000-420-542-70-30-00 101-000-420-542-75-30-00 Total Invoice· 9/16/2015 8:23:32 AM Miscellaneous Street Vehicle Repairs & Maintenance Street Vehicle Repairs & Maintenance Utilities Supplies Street Vehicle Repairs & Maintenance Supplies Supplies -SWA Supplies Supplies Supplies Supplies Printed by EASTWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $9.67 $1.53 $11.20 $1.53 $1.53 $10.27 $10.27 $16.20 $16.20 $1.94 $1.94 $4.40 $4.40 $402.50 $328.40 $294.96 $19.02 $211.23 $1,256.11 Page 1of12 Vendor Number Reference Account Number Description Amount Total 44276 Invoice· 9/16/2015 9:37:46 AM Planning Fuel 001-000-590-558-50-32-00 Total Invoice· 9/16/2015 9:37:46 AM Invoice· 9/3/20151:14:24 PM Police Fuel 001-000-210-521-10-32-00 Total Invoice· 9/3/20151:14:24 PM Fuel Consumed Fuel Consumed Total AG Supply Company INC American Building Maintenance CO 44277 2015 ·September 2015 -September 2nd Council Meeting 8470584 Total 8470584 Total 44277 Janitorial Services 001-000-180-518-30-41-01 112-000-000-572-50-41-00 Contracted Custodial Services Facilities --Professional Services Total American Building Maintenance CO Azteca Interpreting (dba) 44278 Total 44278 Total Azteca Interpreting (dba) Chelan County Treasurer 44279 Total 44279 Total Chelan County Treasurer Chelan-Douglas Utlty Coun 61515 Total 61515 150001-00191 2015 -September 2015 ·September 2nd Council Meeting Interpreting Services 001-000-120-512-50-49-01 Interpreting 2015 ·September 2015 -September 2nd Council Meeting August 2015 Housing of Inmates 001-000-230-523-21-10-00 Housing & Monitoring Prisoners Total 150001-00191 44268 2015 ·September 2015 ·September 2nd Council Meeting Total 44268 Total Chelan-Douglas Utlty Coun Execution Time: 19 second(s) Invoice -9/15/2015 4:45:33 PM Strain/Toftness-training 101-000-430-544-90-49-01 Total Invoice -9/15/2015 4:45:33 PM Training Miscellaneous Printed by EASlWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $40.19 $40.19 $9,385.78 $9,385.78 $10,727.62 $10,727.62 $1,552.74 $242.33 $1,795.07 $1,795.07 $1,795.07 $70.00 $70.00 $70.00 $70.00 $21,572.25 $21,572.25 $21,572.25 $21,572.25 $180.00 $180.00 $180.00 $180.00 Page 2of12 Vendor Number Reference Account Number Description Amount Consolidated Electrical 44280 Total 44280 Total Consolidated Electrical Darin Darnell 44281 Total 44281 Total Darin Darnell 2015 • September 2015 • September 2nd Council Meeting 9360-647029 City Hall Lighting 001-000-180-518-30-48-00 Total 9360-647029 9360-647209-A Fee 001-000-180-518-30-48-00 Total 9360-647209-A Repairs & Maintenance Repairs & Maintenance 2015 ·September 2015 ·September 2nd Council Meeting Invoice· 9/16/2015 9:35:37 AM Cell Reimbursement 001-000-21 0-521-1 0-42-01 Total Invoice· 9/16/2015 9:35:37 AM Telephone DeVries Business Records Management Inc 44282 2015 ·September 2015 ·September 2nd Council Meeting 0068242 Total 0068242 Total 44282 Total DeVries Business Records Management Inc Echo Language Services, LLC. 44283 Onsite Record Destruction 001-000-210-521-10-41-00 Professional Services 2015 ·September 2015 ·September 2nd Council Meeting Invoice· 9/15/2015 3:35:39 PM August 2015 Interpreting Services 001-000-120-512-50-49-01 Interpreting Total Invoice· 9/15/2015 3:35:39 PM Total 44283 Total Echo Language Services, LLC. FLOORinSPEC 44284 Total 44284 Total FLOORinSPEC Execution Time: 19 second(s) 15083104 Total 15083104 2015 ·September 2015 ·September 2nd Council Meeting City Hall Floor Inspection 001-000-11 0-511-60-49-00 Miscellaneous Printed by EASTWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $104.39 $104.39 $2.48 $2.48 $106.87 $106.87 $39.00 $39.00 $39.00 $39.00 $30.00 $30.00 $30.00 $30.00 $400.00 $400.00 $400.00 $400.00 $805.00 $805.00 $805.00 $805.00 Page 3of12 Vendor Number Reference Account· Number Description Amount Frontier 44285 Total 44285 Total Frontier In-Print 44286 Total 44286 Total In-Print John Phillips 44287 Total 44287 Total John Phillips Key Methods, LLC 44288 Total 44288 Total Key Methods, LLC Execution Time: 19 second(s) 2015 -September 2015 -September 2nd Council Meeting Invoice -9/16/2015 9:09:50 AM Street Modem 101-000-420-542-64-4 7-00 Total Invoice -9/16/2015 9:09:50 AM Invoice -9/16/2015 9:12:50 AM Street Modem 101-000-420-542-64-4 7-00 Total Invoice -9/16/2015 9:12:50 AM Utilities Utilities 2015 -September 2015 -September 2nd Council Meeting 8466 Total 8466 Wings and Wheels Posters 117-000-400-557-30-44-11 Wings & Wheels Advertising 2015 -September 2015 -September 2nd Council Meeting Invoice -9/16/2015 9:51 :55 AM Clothing Allowance 001-000-210-521-10-20-01 Total Invoice -9/16/2015 9:51 :55 AM Clothing Allowance 2015 -September 2015 -September 2nd Council Meeting CF44386 Total CF44386 CF44679 Total CF44679 CF44679-A Computer Maintenance 001-000-145-514-20-40-00 Computer Maintenance 001-000-145-514-20-40-00 Credit 001-000-145-514-20-40-00 Total CF44679-A Network Services Network Services Network Services Printed by EASlWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $51.81 $51.81 $51.81 $51.81 $103.62 $103.62 $119.02 $119.02 $119.02 $119.02 $252.93 $252.93 $252.93 $252.93 $3,679.89 $3,679.89 $371.93 $371.93 ($202.34) ($202.34) $3,849.48 $3,849.48 Page 4of12 Vendor Number Reference Account Number Description Amount Localtel Communications 44289 Total 44289 Total Localtel Communications National Notary Assoc 44290 Total 44290 Total National Notary Assoc NCW Good Life, LLC 44291 Total 44291 Total NCW Good Life, LLC Office Depot 44292 Execution Time: 19 second(s) 2015 -September 2015 -September 2nd Council Meeting Invoice -9/16/2015 8:59:31 AM Internet 001-000-001-528-70-51-00 001-000-141-514-20-42-01 Total Invoice -9/16/2015 8:59:31 AM River Com Telephone Line Charges 2015 -September 2015 -September 2nd Council Meeting Invoice -9/16/2015 9:39:18 AM Barnard Notary Renewal 001-000-140-514-20-49-00 Total Invoice -9/16/2015 9:39:18 AM Miscellaneous 2015 -September 2015 -September 2nd Council Meeting 5237 Sept 2015 Wings and Wheels Ads 117-000-400-557-30-44-11 Wings & Wheels Advertising Total 5237 2015 -September 2015 -September 2nd Council Meeting 1820369393 Court/Office Supplies 001-000-120-512-50-31-00 Total 1820369393 1820375683 Court/Credit 001-000-120-512-50-31-00 Total 1820375683 783343409001 Staples 101-000-430-543-30-30-00 Total783343409001 784915095001 Ink, Labels 001-000-140-514-20-31-01 1 01-000-430-543-30-30-00 Total784915095001 Office Supplies Office Supplies Supplies Central Stores Supplies Printed by EASTWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $48.45 $1,013.10 $1,061.55 $1,061.55 $1,061.55 $59.00 $59.00 $59.00 $59.00 $455.00 $455.00 $455.00 $455.00 $102.97 $102.97 ($75.87) ($75.87) $5.28 $5.28 $8.30 $47.60 $55.90 Page 5of12 Vendor Number Reference Account Number Description Amount Execution Time: 19 second(s) 785082783001 Central Stores 001-000-140-514-20-31-01 Total785082783001 785082948001 Central Stores 001-000-140-514-20-31-01 Total785082948001 785360144001 Central Stores 001-000-140-514-20-31-01 Total785360144001 785360330001 Central Stores 112-000-000-572-50-41-00 Total785360330001 786477947001 Police/Supplies 001-000-210-521-10-31-00 Total786477947001 786478039001 Police/Supplies 001-000-210-521-10-31-00 Total786478039001 786478040001 Police/Office Supplies 001-000-210-521-10-31-00 Total786478040001 786709678001 Neoprene Mouse 001-000-140-514-20-31-01 Total786709678001 786709855001 Mouse Pad 001-000-140-514-20-31-01 Total786709855001 786709856001 Black Toner 001-000-140-514-20-31-00 Total786709856001 788305647001 Police/Supplies 001-000-210-521-10-31-00 Total788305647001 Central Stores Central Stores Central Stores Facilities --Professional Services Office Supplies Office Supplies Office Supplies Central Stores Central Stores Office Supplies Office Supplies Printed by EASTWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $73.63 $73.63 $5.40 $5.40 $1.93 $1.93 $19.66 $19.66 $116.47 $116.47 $10.68 $10.68 $20.97 $20.97 $5.68 $5.68 $5.88 $5.88 $149.76 $149.76 $46.44 $46.44 Page 6of12 Vendor Number. Reference Account Number Description Amount Total 44292 Total Office Depot 788435106001 Planning/Supplies 001-000-580-558-60-31-00 Office Supplies Total788435106001 789665503001 Central Stores 001-000-140-514-20-31-01 Central Stores Total789665503001 789730617001 Hole Punch and Tape Dispenser 117-000-115-557-30-31-05 Eweb Office Supplies Total789730617001 789991010001 Minute Book 001-000-140-514-20-31-00 Total789991010001 Office Supplies Parker Corporation Services, INC OBA Merchant Patrol Security 44293 2015 -September 2015 -September 2nd Council Meeting 12401 Total 12401 Total 44293 Court/Security Services 001-000-120-512-50-49-00 Miscellaneous Total Parker Corporation Services, INC OBA Merchant Patrol Security Patrick McMahon 44294 2015 -September 2015 -September 2nd Council Meeting Total 44294 Total Patrick McMahon Pud #1 of Douglas County 44295 Execution Time: 19 second(s) Invoice -9/10/2015 2:00:33 PM Court/Conflict Case 001-000-120-512-50-49-02 Total Invoice -9/10/2015 2:00:33 PM Judge Protems 2015 -September 2015 -September 2nd Council Meeting Invoice -9/16/2015 8:57:55 AM Metered and Signal Lighting 101-000-420-542-63-4 7-00 101-000-420-542-64-4 7-00 Total Invoice -9/16/2015 8:57:55 AM Invoice -9/16/2015 8:58:41 AM City Hall Lighting 001-000-180-518-30-4 7 -00 Utilities Utilities Utilities Printed by EASlWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $524.00 $524.00 $62.16 $62.16 $16.59 $16.59 $236.95 $236.95 $1,384.48 $1,384.48 $330.00 $330.00 $330.00 $330.00 $75.00 $75.00 $75.00 $75.00 $140.00 $23.00 $163.00 $821.75 Page 7of12 Vendo·r Number Reference Account Number Description Amount Total 44295 Total Pud #1 of Douglas County Resort Radio Lie 44296 Total 44296 Total Resort Radio Lie Rh2 Engineering, Inc. 44297 Total 44297 Total Rh2 Engineering, Inc. Robin D Feil 44298 Total 44298 Total Robin D Feil Execution Time: 19 second(s) 112-000-000-572-50-4 7-00 Total Invoice· 9/16/2015 8:58:41 AM Facilities--Utilities 2015 ·September 2015 -September 2nd Council Meeting Invoice -9/16/2015 9:14:59 AM Wings and Wheels Advertising 117-000-400-557-30-44-11 Wings & Wheels Advertising Total Invoice -9/16/2015 9:14:59 AM Invoice· 9/16/2015 9:15:47 AM Credit 117-000-400-557-30-44-11 Total Invoice -9/16/2015 9:15:47 AM Wings & Wheels Advertising 63383 Total 63383 63392 Total 63392 3222 Total 3222 2015 ·September 2015 -September 2nd Council Meeting French Ave Improvement/Phase 101 301-000-000-595-10-50-07 Engr-Design French Avenue Valley Mall Preservation/Phase 104 301-000-000-595-10-50-11 Engr-Design VMP Grant to 9th Overlay 2015 -September 2015 -September 2nd Council Meeting PoliceNehicle Antenna and Mounts 501-000-000-594-21-60-00 Capital Outlay -Police Vehicles Printed by EASTWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $128.25 $950.00 $1,113.00 $1,113.00 $1,500.00 $1,500.00 ($50.00) ($50.00) $1,450.00 $1,450.00 $1,091.70 $1,091.70 $2,195.60 $2,195.60 $3,287.30 $3,287.30 $2,115.75 $2,115.75 $2,115.75 $2,115.75 Page 8of12 ~Etfl.dc:>r, Number Reference Account Number Description Amount S & W Irrigation Supply 44299 Total 44299 Total S & W Irrigation Supply 312974 Total 312974 314188 Total 314188 314515 Total 314515 314945 Total 314945 315003 Total 315003 Sound Uniform Group LLC OBA Bratwear 44300 16119 Total 16119 Total 44300 Total Sound Uniform Group LLC OBA Bratwear Spectrum Communications Inc 44301 211294 Total 211294 Total 44301 Total Spectrum Communications Inc Execution Time: 19 second(s) 2015 ·September 2015 ·September 2nd Council Meeting Lower Garden Repair 101-000-420-542-75-30-00 Micro Spinner 101-000-420-542-75-30-00 Latching Solenoid 101-000-313-519-71-30-00 City Hall Irrigation 101-000-430-543-50-30-00 Ballard Park 101-000-420-542-75-30-00 Supplies Supplies Supplies -SWA Supplies Supplies 2015 -September 2015 ·September 2nd Council Meeting Sheats/Clothing Allowance 001-000-210-521-10-20-01 Clothing Allowance 2015 ·September 2015 ·September 2nd Council Meeting Police Vehicle Equipment 501-000-000-594-21-60-00 Capital Outlay -Police Vehicles Printed by EASTWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $16.13 $16.13 $94.33 $94.33 $36.74 $36.74 $11.21 $11.21 $7.66 $7.66 $166.07 $166.07 $474.46 $474.46 $474.46 $474.46 $1,999.85 $1,999.85 $1,999.85 $1,999.85 Page 9of12 Vendor . Number Reference Account Number Description Amount Staples Advantage 44302 Total 44302 Total Staples Advantage State Auditor's Office 44303 Total 44303 Total State Auditor's Office Territorial Supplies, Inc 44304 Total 44304 Total Territorial Supplies, Inc The Wenatchee World 44305 Execution Time: 19 second(s) 2015 -September 2015 -September 2nd Council Meeting 8035826553 Supplies 001-000-180-518-30-31-06 001-000-180-518-30-31-06 001-000-180-518-30-31-06 112-000-000-572-50-41-00 112-000-000-572-50-41-00 117-000-115-557-30-31-11 117-000-115-557-30-31-11 Total 8035826553 Cleaning & Sanitation Supplies Cleaning & Sanitation Supplies Cleaning & Sanitation Supplies Facilities --Professional Services Facilities --Professional Services Wings & Wheels Office Supplies Wings & Wheels Office Supplies 2015 -September 2015 -September 2nd Council Meeting L110084 Total L110084 Audit Services 001-000-142-514-23-20-00 Budgeting, Accting, & Auditing 2015 -September 2015 -September 2nd Council Meeting 12631 Total 12631 Police Vehicle Equipment 501-000-000-594-21-60-00 Capital Outlay -Police Vehicles 2015 -September 2015 -September 2nd Council Meeting AD#301616 Street/Advertisment for Bids 301-000-000-595-30-52-05 Total AD#301616 AD#302586 Street/Advertisment for Bids 301-000-000-595-30-50-40 Total AD#302586 SDC French Avenue SDC VMP Grant to 9th Overlay Printed by EASlWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory ($11.21) $156.08 $48.20 $24.37 $7.53 $166.54 $22.71 $414.22 $414.22 $414.22 $6,866.79 $6,866.79 $6,866.79 $6,866.79 $93.59 $93.59 $93.59 $93.59 $491.28 $491.28 $386.26 $386.26 Page 10of12 '\{endor Number Reference Account Number Description Amount Total 44305 Total The Wenatchee World Wash ST Dept of Licensing 44306 Total 44306 Total Wash ST Dept of Licensing Washington State Patrol 44307 Total 44307 Total Washington State Patrol AD#302647 Advertisment for Budget Comm Meeting 001-000-140-514-20-44-00 Advertising Total AD#302647 2015 -September 2015 -September 2nd Council Meeting F077385 Lopez Gun Permit 001-001-000-586-00-03-00 Total F077385 Lopez F077391 Hicks Gun Permit 001-001-000-586-00-03-00 Total F077391 Hicks F77390 Decker Gun Permit 001-001-000-586-00-03-00 Total F77390 Decker Invoice -9/3/20151 :20:18 PM Dealer's License 001-001-000-586-00-03-00 Total Invoice -9/3/2015 1 :20:18 PM State Share of Gun Permits State Share of Gun Permits State Share of Gun Permits State Share of Gun Permits 2015 ·September 2015 -September 2nd Council Meeting 116001422 Total 116001422 Background Checks 001-001-000-586-00-03-00 State Share of Gun Permits Wenatchee Valley Museum & Cultural Center 44308 2015 -September 2015 -September 2nd Council Meeting WS-100 Total WS-100 Total 44308 Total Wenatchee Valley Museum & Cultural Center Execution Time: 19 second(s) Wild Fire Summit 001-000-001-558-90-55-00 Contributions -Region Printed by EASlWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $27.47 $27.47 $905.01 $905.01 $18.00 $18.00 $18.00 $18.00 $18.00 $18.00 $125.00 $125.00 $179.00 $179.00 $280.25 $280.25 $280.25 $280.25 $1,500.00 $1,500.00 $1,500.00 $1,500.00 Page 11of12 Vendor Number Reference Account Number Description Amount Xerox Corporation 44309 Total 44309 Total Xerox Corporation Grand Total Execution Time: 19 second(s) 2015 -September 2015 -September 2nd Council Meeting 081180746 Copier Fees 001-000-21 0-594-21-60-00 Total 081180746 081180752 Copier Fees 101-000-430-543-30-49-00 Total 081180752 Vendor Count 35 Capital Outlay Miscellaneous Printed by EASlWENATCHEE\tallen on 9/16/2015 5:08:55 PM East Wenatchee -Voucher Directory $317.58 $317.58 $89.76 $89.76 $407.34 $407.34 $64,668.52 Page 12of12 Action Item(s) This page intentionally left blank Page 1 of 1 CITY OF EAST WENATCHEE CITY COUNCIL AGENDA BILL COUNCIL AGENDA BILL # 15-09-02 AGENDA ITEM # 4 PRESENTER: Greg Pezoldt AGENDA DATE: September 22, 2015 POSITION: City Engineer DEPARTMENT: Public Works TITLE: Valley Mall Parkway LID Parking Lot Consultant Agreement- Construction Engineering BACKGROUND/HISTORY: The City has previously selected PACE Engineers through the On-Call roster for engineers and architects as the Consulting Engineer for the design of t he Valley Mall Parkway Low Impact Development (LID) Parking Lot Project. The design was funded through a Department of Ecology Grant. The design for the project is 95% completed and the grant has been closed out. Based on the 95% design plans, the City was awarded a grant for the construction of the VMP LID Parking Lot project. Now that the project is certain, the city needs to obtain Construction Engineering services for the project. The City selected PACE Engineers through the On - Call Roster for Engineers and Architects. The selectio n of PACE Engineers was approved by the City Council on August 25, 2015. The Consultant Agreement for the construction engineering phase of the VMP LID Parking Lot project is for an amount not to exceed $ 59,242.00. The 2015 budget is for $ 46,500.00. Although the agreement amount exceeds the 2015 budget, it is consistent with the grant request. The grant will pay for 75%. This is an increase to the City of $ 3,185.50. This additional amount can be budgeted in the 2016 budget if approved. EXHIBITS: City of East Wenatchee Standard Agreement for Professional Services RECOMMENDED ACTION: Authorize the Mayor to execute a contract with PACE Engineers not to exceed $ 59,242 for the Construction Engineering and Inspection for the Valley Mall Parkway LID Parking Lot project. FINANCIAL DATA: Expenditure Required Amount Budgeted Appropriation Required $ 59,242 $ 46,500 (2015) $ 12,742 ($3,185 for the City) ACTION TAKEN: Motion Made By: Second By: Councilmember Collings Councilmember Raab Councilmember Johnson Councilmember Buckner Councilmember McCourt Councilmember Detering Councilmember Barnhart Passed: Failed: Mayor Lacy (in case of tie) This page intentionally left blank Professional Services Contract Between The City of East Wenatchee And PACE Engineers, Inc. For Professional Engineering Services Professional Services Contract for Valley Mall Parkway Parking Lot LID -Construction Phase Page 1 of 10 1. Washington Law governs the interpretation of this Contract. This Contract shall be interpreted, construed, and enforced in all respects in accordance with the laws of the State of Washington. 2. Parties. The Parties to this agreement ("Agreement") are the City of East Wenatchee ("City") and PACE Engineers, Inc. ("Consultant"). In consideration of the terms, conditions, covenants, and performance of the scope of work contained herein, as attached and made a part hereof, the City and Consultant mutually agree as follows: 3. Scope of work. Consultant shall provide the services specified below. These services shall be termed "work" herein. Consultant shall perform the following services that: See Exhibit A 4. Term of Contract. The effective date ofthis contract begins upon execution. This contract expires on December 31, 2016. The City may terminate this Contract without cause upon written notice. Work in progress will be paid, on a prorated basis to the date ordered to stop. 5. Compensation. a. Total Compensation: The City will pay PACE up to $59,242 for performing the work presented in Exhibit A. b. Compensation for Additional Work: Any additional work for Cultural Resource Monitoring will be compensated in accordance with PACE's standard hourly rate schedule. This additional work must be approved in writing by the City Engineer for East Wenatchee or his approved representative. c. Disputed work: If the City believes in good faith that some portion of work has not been completed satisfactorily; the City may request that Consultant correct the work before the City pays for such work. In such event, the City must reasonably explain to Consultant its concern over the work and the remedy that the City expects from Consultant. The City may withhold from any payment otherwise due an amount that the City in good faith is under dispute, or if the Consultant does not provide a sufficient remedy, the City may retain the amount equal to the cost to the City for otherwise correcting or remedying the work not properly completed. d. Method of Payment. Consultant shall submit a monthly invoice for compensation. The monthly invoice shall contain a detailed description of the work performed during the month, the number of hours spent performing such work, and any reimbursable costs and expenses incurred in connection with such work. Professional Services Contract for Valley Mall Parkway Parking Lot LID -Construction Phase Page 2of10 e. Invoices. Consultant shall submit invoices to the following address: The City of East Wenatchee 271 Ninth St. NE East Wenatchee, WA 98801 Attention: Teresa Allen 6. Representations. Consultant represents and warrants that he/she/it has the requisite training, skill and experience necessary to provide work and is appropriately accredited and licensed by all applicable agencies and governmental entities. 7. Independent Contractor. The parties intend and understand that Consultant shall be an independent contractor. The parties further intend and understand that the City shall be neither liable for, nor obligated to pay: sick leave, vacation pay, social security or other tax that may arise as an incident of employment, or any other benefit of employment. Consultant shall pay all income and other taxes as due. Any industrial or other insurance purchased for the benefit of the Consultant shall not convert this Contract to any type of employment contract. The Parties recognize that Consultant may or will be performing professional work during the term for other parties and that the City is not the exclusive user of the work that Consultant will provide. 8. Property and Confidential Information. Consultant shall not, without the prior written consent of the City, disclose to third parties information that is not otherwise subject to public disclosure unless: a. The information is known to Consultant prior to receiving the same directly or indirectly in connection with the work; b. The information is in the public domain at the time of disclosure by Consultant; or c. The information is received by Consultant from a third party who does not have an obligation to keep the same confidential. 9. Indemnification. Consultant releases and shall indemnify and hold harmless the City, its elected officials, officers, employees, agents and volunteers for any and all claims, demands, losses, negligent acts or omissions, and liabilities (including costs and all attorney's fees) to or by any and all persons and entities, including without limitation, their respective agents, licensees, or representatives, arising from, resulting from, or connected with this Contract to the extent caused by the negligent acts, errors or omissions of Consultant, its partners, shareholders, agents, employees, or by the Consultant's breach of this Contract. To the maximum extent permitted by applicable law, this shall apply. However, this shall not require Consultant to indemnify the City against any liability for damages arising out of bodily Professional Services Contract for Valley Mall Parkway Parking Lot LID -Construction Phase Page 3of10 injury or property damages caused by or resulting from negligence of the City. the City shall protect, defend and indemnify and save harmless the Consultant, its representatives and other employees all costs, claims, judgments or awards of damages arising out of the negligent acts or omissions of the City, its officers or employees. Further, in the case of concurrent negligence of Consultant on the one hand and the City on the other hand, each party shall be required to indemnify the other only to the extent of the negligence of the party. Consultant releases and shall defend, indemnify and hold harmless the City from and against all claims, cost, liabilities, damages, expenses (including but not limited to reasonable attorney fees) and royalties based upon any actual or alleged infringement or misappropriate of any patent, copyright, trade secret, trademark, or other intellectual property right by any work. Further, if any work infringes or misappropriates any patent, copyright, trade secret, trademark or other intellectual property right, Consultant shall either (a) procure for the City the right to use such work; or (b) modify work so that it no longer infringes or misappropriates any such right. 10. Work Product. All work product, including records, files, documents, plans, computer disks, magnetic media or material which may be produced or modified by Consultant while performing work shall belong to the City. At the termination of this Contract, Consultant shall deliver copies of files containing the written record of Consultant's work. Until at least 12 months following final payment, Consultant shall provide the City prompt access to (and the. City shall have.the right to examine, audit and copy) all of Consultant's books, documents, papers and records related to the work. 11. Evaluation and Monitoring. Consultant shall control and direct the performance of the work of Consultant pursuant to this Contract, subject to oversight by the City. The Mayor, or his designee, will oversee Consultant's work. The City reserves the right to inspect, review and approve the work of Consultant to assure that it has been completed as specified, before payment. Consultant shall cooperate with and freely participate in any monitoring or evaluation activities conducted by the City that are pertinent to the intent of this Agreement. 12. Insurance. Consultant shall provide Professional Errors and Omissions Liability insurance which shall provide coverage for any negligent professional acts, errors or omissions for which Consultant is legally responsible, with limits of not less than $1,000,000.00 each occurrence. Consultantshall furnish a certificate of insurance to the CITY at the time of execution of this agreement. 13. Non-Discrimination. During the performance of this contract, Consultant, for itself, its assigns and successors in interest agree as follows: a. Compliance with Regulations. Consultant shall comply with the Regulations relative to nondiscrimination in federally assisted programs of the United States Department of Transportation ("USDOT"), Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time. b. Nondiscrimination. With regard to the work performed by Consultant, Consultant shall not discriminate on the grounds of race, color, sex, or national origin in the Professional Services Contract for Valley Mall Parkway Parking Lot LID -Construction Phase Page 4of10 selection and retention of subcontractors, including procurement of materials and leases of equipment. Consultant shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations. c. Information and Reports. Consultant shall provide all information reports required by the Regulations or directives issued pursuant thereto, and shall permit access to his books, records, counts, or other sources of information and its facilities as may be determined by the contracting agency or the appropriate Federal agency to be pertinent to ascertain compliance with such Regulations, orders and instructions. Where any information required of Consultant is in the exclusive possession of another who fails or refuses to furnish this information, Consultant shall so certify to WSDOT or the USDOT as appropriate, and shall set forth what efforts were made to obtain the information. d. Sanctions for noncompliance. In the event of the Consultant's noncompliance with the nondiscrimination provisions of this contract, the contracting agencies shall impose such contract sanctions as it or the USDOT may determine to be appropriate, including, but not limited to: 1. Withholding of payments to Consultant under the contract until Consultant complies, and/or; 11. Cancellation, termination, or suspension of contract, in whole or in part. 14. General Provisions. a. Full Agreement. This Contract and all attachments form all of the covenants, promises, agreements and conditions, between the parties. All attachments and addendum are incorporated herein by this reference, and shall be a part of this contract instrument. In the event of discrepancy between the documents, addendum and attachments shall prevail over the Contract. This entire contract including all attachments specifies the working relationship between the City and Consultant and specific obligations of both parties. b. Full Force and Effect. If any provision of this Contract is declared invalid, the remaining provisions shall remain in full force and effect. c. Survivability. The obligation of Consultant under all provisions of this Agreement, which may reasonably be interpreted or construed as surviving the completion, termination, or cancellation of this Contract, shall survive the completion, termination, or cancellation of this Contract. d. Executory Contract. This Contract will be considered valid once signed by both parties. Professional Services Contract for Valley Mall Parkway Parking Lot LID -Construction Phase Page 5of10 e. No Waiver. If the City fails to or delays in declaring a breach or default, the City does not waive its right to declare a breach or default. If the City fails to declare one breach or default, it is not waiving its right to declare another breach or default. f. Authority. Each individual executing this Contract on behalf of the City and Consultant represents and warrants that such individuals are duly authorized to execute and deliver this Contract on behalf of Consultant or the City. g. Performance. Time is of the essence of this Contract in each and all of its provisions in which performance is a factor. h. Remedies Cumulative. Any remedies provided for under the terms of this Contract are not intended to be exclusive, but shall be cumulative with all other remedies available at the City at law or in equity. L Titles. The titles to the paragraphs of this Contract are solely for the convenience of the parties and are not an aid in the interpretation of the instrument. J. Contractor Obligation. Except as otherwise specifically provided in this Agreement, Consultant shall furnish all that may be required to provide the scope of work as described in the contract and incorporated documents, including any personnel, labor and supervision, technical, professional and other work, equipment and supplies. Details of the any supplies, equipment, or installation or same, that are necessary to carry out the intent of this Contract, but that are not expressly stated, shall be performed or furnished by Consultant as part of the Contract, without any increase in the compensation otherwise payable under this Contract. k. Binding Effect. The provisions, covenants, and conditions in this Contract apply to bind the parties, their legal heirs, representatives, successors, and assigns 1. No Gifts and Gratuities. Consultant may not offer, nor may City employees accept gifts, gratuities, loans, trips, favors, special discounts, work, or anything of economic value in conjunction with the City business practices. Consultant and the City employees must strictly adhere to the statutes and ordinances for ethics in contracting and purchasing, including the City Ethics Code, RCW 42.23 (Code of Ethics for Municipal Officers) and RCW 42.52 (Ethics in Public Service). This is applicable to any business practice, whether a contract condition, bid practice, or at any activity related to the City business. m. Conflict of Interest. Consultant represents that he does not have a business interest or close family relationship with any City officer or employee who was, is, or will be involved in the Consultant selection, negotiation, drafting, signing, administration or evaluation of the Consultant's performance. In addition, Professional Services Contract for Valley Mall Parkway Parking Lot LID -Construction Phase Page 6of10 Consultant acknowledges that he will adhere to the City's policies regarding conflict of interest, the City Ethics Code, and the RCW as named previous. n. Compliance with Laws. Consultant, at his/her/its sole cost and expense, shall perform and comply with all applicable laws of the United States and the State of Washington; and all applicable laws, ordinances, rules, regulations, orders, and other requirements, in effect, of any governmental entity (including but not limited to such requirements as may be imposed upon the City and applicable to the Contract). Consultant shall furnish documents as may be required to effect or evidence such compliance. o. Personal Liability. The parties agree that in no event shall any official, officer, employee, or agent of the City be in any way liable or responsible for any covenant or Contract herein contained whether express or implied, nor for any statement of representation made herein or in any connection with this Contract. 15. Modification. This Agreement constitutes the entire agreement between the parties. Except with the written consent of both parties, neither party may alter or modify this Agreement. 16. Termination of Agreement. Either party may terminate this Agreement at any time by providing written notice of such termination, specifying the effective date thereof at least thirty days prior to such date. In such event the City shall pay Consultant all amounts due for all work previously authorized and performed prior to the date of termination. In the event of termination, Consultant agrees to cooperate reasonably with any service provider thereafter retained by the City in making available information developed as the result of work previously performed by the Consultant . If no notice of termination is given, all relationships and obligations created by this Agreement, shall terminate at the conclusion of the Agreement period set out in Paragraph 3. 17. Venue. The venue for any legal dispute regarding this Agreement shall be Douglas County Superior Court. 18. Dispute Resolution. The parties mutually intend to establish procedures to facilitate the informal and inexpensive resolution of all disputes arising under this Agreement, by mutual cooperation and without resort to litigation. Accordingly, all disputes involving this transaction, or between the parties hereto with respect to the subject matter hereof, shall be resolved in a final and binding manner in accordance with the following procedures. Whether or not mediation/arbitration is under way, any party may have full access to the courts to compel compliance with the provisions of this Article and to enforce or confirm an arbitration award. a. Negotiation. The parties shall first attempt to negotiate a mutually-satisfactory resolution to the dispute as follows: 1. The complaining party shall notify (in the manner required in this Agreement) the other parties of the alleged dispute, controversy, claim or Professional Services Contract for Valley Mall Parkway Parking Lot LID -Construction Phase Page 7of10 breach of contract (hereinafter "Dispute') by explaining in writing the nature of the Dispute, and referring to the relevant paragraphs of this Agreement upon which it bases its position regarding the Dispute. The complaining party shall also set forth in such notice a proposed solution to the Dispute; 11. The parties receiving such notice shall respond by notice individually to the complaining party within twenty (20) days of the effective date of the complaining party's notice, with an explanation of its defensive position, if any, including references to the relevant paragraphs of the Agreement and a response to the proposed solution; and 111. Within twenty days following notice of this defensive response, the parties shall meet and discuss options for resolving the Dispute; the complaining party must initiate the scheduling of this resolution meeting. In the event a party fails to cooperate in scheduling the resolution meeting, then the complaining party may .elect to skip the negotiation and mediation procedures and immediately proceed with arbitration. b. Mediation. If the parties are unable to satisfactorily resolve the Dispute through such negotiation, mediation must be held within thirty days of an unsuccessful resolution meeting. The mediation will be governed by and under the then- applicable rules of JAMS/Endispute ("JAMS") in Chelan County. The complaining party must contact JAMS to schedule the mediation. The parties may agree on a mediator from the JAMS panel. If they are unable to agree, the parties shall request JAMS to provide a list of three available mediators, and each side shall strike one; the remaining individual shall serve as the mediator. In the event a party fails to cooperate in this mediation process in a timely manner, then the complaining party may elect to skip the mediation procedure and immediately proceed with arbitration. · c. Binding Arbitration. If the dispute is not timely settled by mediation as set forth above, then the parties agree to submit the dispute immediately to JAMS for final and binding arbitration as follows: 1. A single arbitrator shall be used. The parties may agree on an arbitrator from the JAMS panel. The complaining party may initiate arbitration by providing notice of intent to arbitrate to all parties and to JAMS: The notice must contain a description of the Dispute, the amount involved, and the remedy sought. If the parties are unable to agree on an arbitrator, the parties shall request JAMS to provide a list of three available panel members and each party may strike one; the remaining individual shall serve as the arbitrator. If the parties agree, the individual that served as the mediator may serve as the arbitrator. Professional Services Contract for Valley Mall Parkway Parking Lot LID -Construction Phase Page 8of10 11. If and when such a demand for arbitration is made by any party, the I parties agree to promptly conduct the arbitration in accordance with JAMS Rules and Procedures. 111. The parties agree that arbitration must be initiated within one (1) year after the latter of (i) the occurrence of the claimed breach, or (ii) the discovery thereof by the complaining party; and that the failure to initiate dispute resolution in accordance with this Section within that one-year period shall constitute an absolute bar to the institution of any adjudicatory proceedings with respect thereto, unless the parties agree otherwise in writing to extend such period of time. 1v. Provided, however, that such arbitration shall not apply so as to delay or prevent any judicial or arbitrator's injunctive or other equitable relief hereunder, which shall be effective immediately, subject to the requisite final and binding arbitration with respect thereto which shall be handled concurrently or after such relief is granted. The arbitrator shall not have the power to award exemplary or punitive damages. v. The arbitrator shall have exclusive authority to enter a decision adjudicating the Dispute, or granting other affirmative relief, including an award for damages, other affirmative relief, specific performance and injunctive relief; provided that a party may petition the court for enforcement of confirmation of any award if necessary. VI. Any decision or award entered by the arbitrator may be entered on an ex- parte basis. 19. Attorney's Fees. If any legal action or other proceeding is brought for the enforcement. of this Agreement, or because of an alleged dispute, breach, default, or misrepresentation in connection with any of the provisions of this Agreement, the substantially prevailing party shall be entitled to recover reasonable attorney's fees and other costs incurred in that action, arbitration or proceeding. 20. Severability. If a competent court of law determines any section or portion of this Agreement to be unlawful, such determination shall not affect the remaining terms and conditions of the Agreement. 21. Non-waiver. Waiver of any default or breach of 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 signatories hereto. Professional Services Contract for Valley Mall Parkway Parking Lot LID -Construction Phase Page 9of10 CITY OF EAST WENTCHEE: PACE ENGINEERS, INC: Signature: Steven C. Lacy, Mayor Title .::;>~ f'~~. /t?~4"~ Date: ------'%,__,,_~_',;2_~_/ S-___ _ ATTEST: Federal Employer ID No. 9/-/ S-531-) 1-- By: Professional Services Contract for Valley Mall Parkway Parking Lot LID -Construction Phase Page 10of10 Exhibit A Professional Engineering Scope of Services For City of East Wenatchee, WA Valley Mall Parkway LID Improvements Project Construction Phase Project Description and Understanding: The Valley Mall Parkway Parking Lot LID Improvements are funded by the Department of Ecology's (DOE) Municipal Stormwater Capacity Grant program. The grant funds are approved separately for the design and construction phases. PACE Engineers has completed the design phase and submitted 90 percent complete documents on January 31, 2015. The DOE has approved the design phase and authorized the City to proceed with the construction phase. PACE was selected by the City to provide construction phase engineering services. The following scope is intended to finalize the construction documents, solicit bids, and administer the project through construction. Task numbers are continued from the design scope. TASKS 8. Design, Plans, Specifications, Environmental Review 8.1. Project Management -Provide general project management/administrative services during Task 8 consisting of staff coordination, project oversight, budget tracking, schedule monitoring, quality reviews, and preparation of monthly status reports. 8.2. Status Review Meetings -Meet with client as requested and as necessary to review project status. 8.3. Finalize Construction Documents -Revise 90 percent submittal to address the final design issues listed in the January 31, 2015 status memorandum, incorporate DOE regulatory requirements, and establish bid dates. 8.4. Prepare Inadvertent Discovery Plan -Prepare an Inadvertent Discovery Plan (IDP) to be included in the construction documents. IDPto be prepared by subconsultant. 8.5. Engineer's Estimate -Prepare an updated engineer's estimate based on the final construction documents. Task 8 Deliverables 1. Monthly status reports. 2. Final construction documents consisting of project manual and plans. 3. Inadvertent Discovery Plan incorporated in final construction documents 4. Engineer's estimate in electronic PDF. Page 1of4 All deliverables will be provided in electronic PDF. Hard copies can be provided if requested and at time and expense. 9. Construction Management 9.1. Project Management -Provide general project management/administrative services during Task 9 consisting of staff coordination, project oversight, budget tracking, schedule monitoring, quality reviews, and preparation of monthly status reports. 9.2. Bidding Assistance 9.2.1. Bidding Assistance -Assist with bid advertisement and construction document distribution. Respond to bidder questions and issue addenda as necessary. Conduct a pre-bid site tour and conduct the bid opening at City Hall. 9.2.2. Bid Review -Review and check received bids, prepare a bid tabulation, check low bidder qualifications, and issue a recommendation for award if appropriate. 9.2.3. Issue Notice of Award -Upon City approval issue a Notice of Award to the selected bidder. 9.2.4. Prepare Executable Contract Documents -Coordinate receipt of Contractor insurance and bond certificates. Prepare two (2) contract document sets for City and contractor signatures. 9.3. Construction Administration 9.3.1. Preconstruction Conference -Conduct a preconstruction conference to review the construction scope, schedule, and administrative procedures. Prepare and distribute minutes. 9.3.2. Issue Notice to Proceed -Upon City approval prepare and issue a Notice to Proceed to the contractor. Notice to Proceed will specify contract time and completion date. 9.3.3. Administration -Review submittals, track schedule, respond to requests for information and field changes. Review change order requests and provide recommendations for approval, revision, or rejection. Review contractor pay requests and submit for City approval. Collect certified payrolls and conduct prevailing wage interviews. 9.3.4. Monitoring -Conduct regular construction meetings with Contractor and City to review progress and schedule. Conduct site visits as requested and as necessary to monitor progress and work quality. Prepare written report summarizing site visits. 9.3.5. Inspections -Conduct inspections with City staff and prepare a remaining work summary. Establish substantial completion, physical completion, and warranty dates. Conduct final inspection and recommend City acceptance if appropriate. Page 2 of 4 9.3.6. Closeout -Prepare closeout documentation for final payment and retainage release. Prepare Public Works Contract Notice of Completion to Department of Revenue and verify contractor compliance with all retainage release requirements. 9.3.7. Record Drawings -Prepare record drawings based on contractor provided as- built information. 9.3.8. Equivalent Area Calculation -Complete the equivalent new/redevelopment area calculation per the DOE funding guidelines and submit to the City. 9.3.9. Issue Completion Form -Upon City acceptance of construction prepare and issue a Stormwater Construction Completion Form. 9.3.10. Prepare Operations and Maintenance (0 & M) Plan -Prepare an operations and maintenance plan for the stormwater control and treatment facilities. Plan will be prepared in accordance with the DOE's Low Impact Development Guidance Manual and submitted to the City. Task 9 Deliverables 1. Monthly status reports. 2. Addenda as required 3. Bid tabulation 4. Notice of Award to selected bidder 5. Executable contract documents-two bound hard copy sets 6. Preconstruction meeting minutes 7. Notice to Proceed to contractor 8. Prevailing wage documentation for City records, in hard copy 9. Construction meeting minutes 10. Contractor pay requests 11. Change order documentation 12. Remaining work summary 13. Recommendation for acceptance 14. Record drawings 15. DOE Equivalent Area calculation summary 16. Stormwater Construction Completion Form 17. Operations and Maintenance Plan Unless otherwise indicated all deliverables will be provided in electronic PDF. Hard copies can be provided if requested and at time and expense. ASSUMPTIONS This scope of services assumes the following: Page 3 of 4 1. Bids will be distributed electronically by way of Builders Exchange or other web-based service. 2. All construction staking will be the responsibility of the contractor. 3. The City will provide the bid opening location. 4. Fee estimate is based on an estimated twelve week construction period. FEE The scope of services will be provided on a time and expense basis in accordance with PACE's hourly rate schedule. -- SCHEDULE It is understood a late fall 2015 bid and summer-fall 2016 construction is desired. PACE and the City have tentatively established the following schedule. Adjustments to this schedule may be necessary and would be mutually agreed upon by PACE and the City. Advertise for Bids November 16, 2015 Open Bids December 16, 2015 Construction Spring-Summer 2016 Page 4 of 4 PACE Engineers, Inc. Project Budget Worksheet • 2015 Standard Rates Location:r-1-----E-a-st_W_e-na-tc-he_e_, W-A-------.1 Prepared By:' LMC I Task#:I [OD] I Date:_ 1-Sep-15 _ Project Name VMP LID Improvements -Construction Phase Project#: 13524 Billing Group#: [OD] Drawing/Task Title I~~~-~:. 9~~i~!1;.~~~Q~~-§.P.~9~~s~g9~~~ -~~Y~?P..~-~Q~aJ)3!3Yl~~ ........•......•. J ...... _____ ............. _________ .................... _______ ................. _. _ .. ______ ........... l .~. -~·~-~Q _ I~~~-~--~~-~~~VYE.t~~Q.~~-f!~9~!']~!1! ...........•.............. ____ ...•.. _ .......... __________ .......... ___________ ................ __________ .. _ ...... ____________________________________ _ .. I9~~-~:1:.P!<?l~s~ M~~?~~~-~QL ................•.•...................... ____ .......... ________ .................. ________ ................... ______ ............... __ . _. _____ . -~. -~·f_qQ _ ... I~~~-~~~---~tq9lt!9 .P.~~~.!3. •...........•.... ___ .....•.... _ ...............• _ ...• " · ___________________________________________________________________________________________________ -~ _ -~·~-~Q _ Task 9.3 ~.Construction Phase $ 29,870 .. ..-.. -... ~:----~---........... oo;•···-..................................... _ ................... _ .. -........... --..... -.. "'·"' .. , .. -.... _ ...... -.............................. - - - - -.......................... - - - - - - -.......................... -.. - -.. - - - ---- -.................................. - - - - -.................................... - - - -.. -.... .. Postage/Courier Plotter PhotoNideo MileageITravel/Per Diem Miscellaneous Technology Fee {2% of Labor) rate/unit $ 100 Total File: 13524-Construction Phase Tasks 8 & 9, Summary-Sent Reimbursable -otiantiiy-:---c-cist"-· $ $ $ $ $ $ $ Page 1of1 I & C Engineer Subconsultant Subtotal Markup Total $ $ $ $ Printed: 9/2/2015, 1:26 PM 2015 HOURLY RATE SCHEDULE DESCRIPTION 1. Office Tech I, Expediter I 2. Office Tech II, Expediter II 3. Jr. Instrument Person, Office Tech Ill, Intern, Jr. CAD Drafter, Jr. Inspector Engineer Tech 4. Instrument Person, GPS Assistant, Jr. Planner, CAD Drafter, Sr. Office Tech, Inspector, Designer, Engineer Tech I 5. Jr. Engineer, Designer I, Party Chief, CAD Drafter I, GIS Tech, Inspector I, Project Administrator, Planner 6. Engineer I, Designer II, Planner I, Survey Tech I, CAD Drafter II, GIS Analyst I, Inspector II 7. Engineer II, Designer Ill, Planner II, Sr. Party Chief, Survey Technician II, CAD Drafter Ill, GIS Analyst II, Inspector II 8. Engineer Ill, Project Designer, Planner Ill, Survey Tech Ill, Sr. CAD Drafter, GIS Analyst Ill, Sr. Inspector 9. Sr. Engineer, Project Designer I, Sr. Planner, Project Surveyor, Project CAD Drafter, Sr. GIS Analyst, Sr. Project Inspector 1 o. Project Engineer, Project Designer II, Project Planner, Sr. Project Surveyor, Sr. Project GIS Analyst, GIS/CAD Manager, Structural Engineer 11. Sr. Project Engineer, Sr. Structural Engineer, Sr. Project Designer, Sr. Project Planner, Survey Project Manager, Robotic/GPS & Operator 12. Project Manager, Principal Surveyor, Planning Project Manager 13. Sr. Project Manager, Sr. Principal Surveyor, 3D Scanning & Operator 14. Principal Engineer, Principal Planner 15. Senior Principal A. B. REIMBURSABLES Subconsultants, Professional and Technical Maps, reports, materials, permit fees, express delivery and messenger, pass-through bills, and similar items necessary for work in progress Engineers I Planners I Surveyors HOURLY RATE $ 50.00 $ 60.00 $ 73.00 $ 83.00 $ 95.00 $ 105.00 $115.00 $ 125.00 $ 135.00 $ 145.00 $ 155.00 $ 165.00 $ 175.00 $ 188.00 $ 200.00 Cost+ 15% Cost+ 15% c. Technology expenses associated with computers, software, electronic distance measuring devices, telephone, cell phone, photo copies, standard survey supplies and transportation and standard postage will be invoiced as a Technology Charge 2% of labor billing D. Out-of-Town travel per diem and cost of commercial transportation E. Transportation within 30 Mile Radius * Transportation beyond 30 Mile Radius -Automobile *On job inspection mileage will be billed F. Special Equipment/Software Special Software for Modeling/Analysis Large Format Blueprints and Reproduction -Bond Large Format Blueprints and Reproduction -Mylar Color Copies -In-house (8% x 11) G. Expert Witness Cost+ 10% No Charge $ 0.60 per mile $ 0.60 per mile $ 10/hour $ 0.50/sq foot $ 1.50/sq foot $ 0.25/page Rate x 1.5 Notes: 1 All payment is due within 30 days from date of invoice. A monthly service charge of 2% will be added on all accounts older than 30 days. 2 The foregoing schedule of charges is incorporated into the agreement for the services provided effective January 1, 2015. After December 31, 2015, invoices will reflect the schedule of charges in effect at that time. PACE Engineers, Inc. 104 East Ninth Street Wenatchee, Washington 98801-1505 p 509.662.1762 f 509.662.4324 www.paceengrs.com Resolution(s) This page intentionally left blank Page 1 of 1 CITY OF EAST WENATCHEE CITY COUNCIL AGENDA BILL COUNCIL AGENDA BILL # 15-09-08 AGENDA ITEM # 4 PRESENTER: Devin Poulson AGENDA DATE: September 22, 2015 POSITION: City Attorney DEPARTMENT: Legal Title: A Resolution of the City of East Wenatchee, Washington declaring its intent to assume the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. History: The legislature enacted a Bill that allows a city to assume the rights and powers of a transportation benefit district with coterminous boundaries. By assuming the duties of the District, the City will save administrative costs. Exhibits: Recommended Action: Pass the Resolution. FINANCIAL DATA: Expenditure Required Amount Budgeted Appropriation Required $ 0 $ 0 $ 0 ACTION TAKEN: Motion Made By: Second By: Councilmember Collings Councilmember Raab Councilmember Johnson Councilmember Buckner Councilmember McCourt Councilmember Detering Councilmember Barnhart Passed: Failed: Mayor Lacy (in case of tie) This page intentionally left blank City of East Wenatchee Resolution 2015-15 Page 1 of 2 City of East Wenatchee, Washington Resolution No. 2015-15 A Resolution of the City of East Wenatchee, Washington declaring its intent to assume the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. THE CITY COUNCIL OF THE CITY OF EAST WENATCHEE DO RESOLVE AS FOLLOWS: 1. Notice of Intent. The City intends to assume the rights, powers, functions, and obligations of the District. 2. Notice of public hearing. On October 13, 2015 at 6:30 p.m. at City Hall, 271 9th St. N.E., East Wenatchee, WA, the City Council will conduct a public hearing immediately prior to considering the proposed assumption of the District’s rights, powers, functions, and obligations. All persons interested may appear and be heard. 3. Publication. The City Council directs the City Clerk to publish this Resolution in the Wenatchee World on September 29, 2015 and on October 6, 2015. Passed by the City Council of East Wenatchee, at a regul ar meeting thereof on this _____ day of _______________, 2015. The City of East Wenatchee, Washington By _________________________________ Steven C. Lacy, Mayor City of East Wenatchee Resolution 2015-15 Page 2 of 2 Attest: ___________________________ Dana Barnard, City Clerk Approved as to form only: ___________________________ Devin Poulson, City Attorney Filed with the City Clerk: __________ Passed by the City Council: __________ Effective Date: __________