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2017-04-25 City Council - Full Agenda-18821. 2. 3. 4. 5 6 u� Of EYMo�o Agenda Edmonds City Council n Hy° COUNCIL CHAMBERS 250 5TH AVE NORTH, EDMONDS, WA 98020 APRIL 25, 2017, 7:00 PM CALL TO ORDER/FLAG SALUTE ROLL CALL APPROVAL OF THE AGENDA APPROVAL OF THE CONSENT AGENDA 1. Approval of Council Special Meeting Minutes of April 18, 2017 2. Approval of Council Meeting Minutes of April 18, 2017 3. Approval of claim, payroll and benefit checks, direct deposit and wire payments. 4. Ordinance Adopting Amendments to Chapter 10.95 ECC (Tree Board) 5. Reappointment of PFD Boardmembers 6. Contracting & Purchasing Policies Update 7. Interlocal Agreement with Snohomish Health District regarding Sale of Rucker Building 8. Authorization to contract with James G. Murphy to sell surplus city vehicles and surplus city equipment PRESENTATIONS/REPORTS 1. YWCA Stand Against Racism Day Proclamation (5 min.) 2. Cemetery Board annual report to Council (10 min.) AUDIENCE COMMENTS (3-MINUTE LIMIT PER PERSON) - REGARDING MATTERS NOT LISTED ON THE AGENDA AS CLOSED RECORD REVIEW OR AS PUBLIC HEARINGS 7. ACTION ITEMS 8 9. 10. 1. Contracting & Purchasing Policies Update (10 minutes) 2. Edmonds Veteran's Plaza Update and Request (15 min) STUDY ITEMS 1. Wastewater Treatment, Disposal and Transport Contract Extension (10 min.) 2. Development Activities Update (20 min.) 3. Meadowdale Fields ILA (15 min.) 4. Authorization for design services for the Waterfront Redevelopment (10 min.) 5. Report on construction bids received for the 2017 Waterline Replacement Project (10 minutes) 6. Presentation of a Right of Way Dedication Deed from Edmonds School District for 236th St. at the Madrona School Property (10 minutes) MAYOR'S COMMENTS COUNCIL COMMENTS Edmonds City Council Agenda April 25, 2017 Page 1 11. CONVENE IN EXECUTIVE SESSION REGARDING PENDING OR POTENTIAL LITIGATION PER RCW 42.30.110(1)(1) 12. RECONVENE IN OPEN SESSION. POTENTIAL ACTION AS A RESULT OF MEETING IN EXECUTIVE SESSION. ADJOURN Edmonds City Council Agenda April 25, 2017 Page 2 4.1 City Council Agenda Item Meeting Date: 04/25/2017 Approval of Council Special Meeting Minutes of April 18, 2017 Staff Lead: Scott Passey Department: City Clerk's Office Preparer: Scott Passey Background/History N/A Staff Recommendation Review and approve the draft meeting minutes on the Consent Agenda. Narrative N/A Attachments: Cmd041817 spec mtg Packet Pg. 3 4.1.a EDMONDS CITY COUNCIL SPECIAL MEETING DRAFT MINUTES APRIL 18, 2017 Elected Officials Present Mike Nelson, Councilmember Diane Buckshnis, Councilmember Dave Teitzel, Councilmember Neil Tibbott, Councilmember Adrienne Fraley-Monillas, Councilmember Tom Mesaros, Council President Kristiana Johnson, Councilmember Mayor Dave Earling Elected Officials Absent none Staff Present Mary Ann Hardie, Human Resources Director Al Compaan, Police Chief Jeff Taraday, City Attorney 1. CALL TO ORDER/CONVENE IN JURY MEETING ROOM At 6:40 p.m., the City Council Special Meeting was called to order by Mayor Earling in the Council Chambers, 250 5th Avenue North, Edmonds. 2. EXECUTIVE SESSION TO DISCUSS COLLECTIVE BARGAINING PER RCW 42.30.140(1)(a) The Council then adjourned to the Jury Meeting Room to discuss collective bargaining per RCW 42.30.140(1)(A). At 6:59 p.m. the executive session concluded. ADJOURN At 7:00 p.m., the meeting was adjourned. Edmonds City Council Draft Minutes April 18, 2017 Page 1 Packet Pg. 4 4.2 City Council Agenda Item Meeting Date: 04/25/2017 Approval of Council Meeting Minutes of April 18, 2017 Staff Lead: Scott Passey Department: City Clerk's Office Preparer: Scott Passey Background/History N/A Staff Recommendation Review and approve the draft meeting minutes on the Consent Agenda. Narrative N/A Attachments: 04-18-2017 Draft Council Meeting Minutes Packet Pg. 5 4.2.a EDMONDS CITY COUNCIL DRAFT MINUTES April 18, 2017 ELECTED OFFICIALS PRESENT Dave Earling, Mayor Thomas Mesaros, Council President Kristiana Johnson, Councilmember Michael Nelson, Councilmember Adrienne Fraley-Monillas, Councilmember Diane Buckshnis, Councilmember Dave Teitzel, Councilmember Neil Tibbott, Councilmember 1. CALL TO ORDER/FLAG SALUTE STAFF PRESENT M. Bard, Police Officer Phil Williams, Public Works Director Patrick Doherty, Econ. Dev & Comm. Serv. Dir Shane Hope, Development Services Director Scott James, Finance Director Rob English, City Engineer Jeff Taraday, City Attorney Scott Passey, City Clerk Andrew Pierce, Legislative/Council Assistant Jerrie Bevington, Camera Operator Jeannie Dines, Recorder The Edmonds City Council meeting was called to order at 7:03 p.m. by Mayor Earling in the Council Chambers, 250 5"' Avenue North, Edmonds. The meeting was opened with the flag salute. 2. ROLL CALL City Clerk Scott Passey called the roll. All elected officials were present. 3. APPROVAL OF AGENDA Mayor Earling announced he was withdrawing Agenda Item 7, Salary Commission (Confirmation of Mayor's Appointments). COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER FRALEY- MONILLAS, TO APPROVE THE AGENDA IN CONTENT AND ORDER AS AMENDED. MOTION CARRIED UNANIMOUSLY. 4. APPROVAL OF CONSENT AGENDA ITEMS COUNCILMEMBER FRALEY-MONILLAS MOVED, SECONDED BY COUNCILMEMBER BUCKSHNIS, TO APPROVE THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY. The agenda items approved are as follows: 1. APPROVAL OF COUNCIL MEETING MINUTES OF APRIL 11, 2017 2. APPROVAL OF CLAIM CHECKS 3. RESOLUTION ADOPTING CEMP AND DEBRIS MANAGEMENT PLAN Edmonds City Council Draft Minutes April 18, 2017 Page 1 Packet Pg. 6 4. REPORT ON FINAL CONSTRUCTION COSTS AND ACCEPTANCE OF THE 238TH ST. SW WALKWAY AND DRAINAGE IMPROVEMENTS PROJECT 5. AMENDMENTS TO ON -STREET EMPLOYEE PARKING PERMIT PROGRAM 5. PRESENTATIONS/REPORTS 1. ANNUAL REPORT OF ECONOMIC DEVELOPMENT COMMISSION Economic Development/Community Services Director Patrick Doherty explained in January 2016 Economic Development Commission (EDC) was reestablished after sunsetting in 2015. The EDC held their first meeting in March 2016. The code requires an EDC representative provide the Council an annual report. EDC Chair Jamie Reece introduce his daughter, Ansley Reece, a student at Madrona. Mr. Reece recognized the dedicated group of talented professionals who serve on the EDC. The EDC had a very productive year. He summarized the reformed EDC's mission: empowered to advise and make recommendations to the Mayor and City Council and other stakeholders within City government related to strategies, programs or activities intended to generate economic development, jobs and more stable municipal revenues. The EDC is asked to provide an annual report to Council as well as other reports and communications as needed for specific issues and projects. In August 2016, he presented the EDC objectives and priorities to the City Council including shorter term projects such as Highway 99, Civic Field, downtown parking and Five Corners planning as well as longer term projects such as exploring obstacles to redevelopment, revisiting Harbor Square redevelopment, and considering community visioning and branding. The commission approaches these projects with discussion at subcommittees and committees, discussions with staff and the commission as a whole and recommendations are presented in letters memo and to the City Council. He summarized the EDC efforts over the past year: • September 2016 o Communicated with Council regarding Civic Field first iteration ■ Supported plans that included generous organized play facilities, meadow loop walking path, maximizing flexible space for events, remaining flexible of the potential replacement of the Boys & Girls Club structure and including ample lighting for year- round accessibility and considering ongoing costs of facilities • November 2016 o Downtown parking ■ Recommended more consistent enforcement of existing regulations, consideration of more friendly parking fine schedules, collaboration and sharing of information with local stakeholders to determine next steps in improving parking access and availability (talking to area businesses and freeing up weekend parking) o Civic Field second iteration ■ Issued a memo supporting the ongoing planning efforts and encouraging emphasis on play courts and fields, covered/uncovered basketball courts and facilitating rebuilding of the Boys & Girls Club when possible ■ Support in the community for retaining the skatepark. February 2017 o Highway 99 ■ Encouraged timely action with an emphasis on commercial elements, potential incentives for development and affordable housing and direct communication and collaboration with potential stakeholders in the business and development community Edmonds City Council Draft Minutes April 18, 2017 Page 2 Packet Pg. 7 4.2.a ■ Encouraged consideration of a catalyst project, public/private partnership to kickoff redevelopment o Five Corners ■ Encouraged decisive action on feasibility study, consideration of development incentives and potential code changes o Downtown pedestrian signage ■ Advocated for lower sign permit costs, more reasonable costs for variances when applicable and collaboration with the BID regarding a signage system for out -of -sight businesses Mr. Reece advised many of the above efforts are in standby/monitor status awaiting further action. He reviewed: • EDC's focus in 2017: o Development feasibility including examples where current regulations are obstacles to otherwise beneficial development and pursuing methodology to objectively measure the impact of further development. o Broader economic development strategies, how economic development benefits all districts. o List of existing, opportunity based priorities such as a downtown hotel, attracting a mid to large employer, and Harbor Square redevelopment. • Future priorities include: o Finding ways to stabilize recent revenue gains from economic vitality o Possibility of a new hotel in the hospital district o Influence of walkability on economic development Mr. Reece emphasized the importance of City Council's feedback and encouraged the Council to indicate what they want and how the EDC can help. He also encouraged citizens to attend the EDC's meetings and share their ideas and concerns about economic development. Mr. Doherty advised the EDC meets the third Wednesday of every month from 6 to 8 p.m. in the Brackett Room on the third floor of City Hall. Councilmember Fraley-Monillas asked how the EDC is involving the community such as community members for whom English is a second language, who do not live in the downtown core, people of color, etc. Mr. Reece answered the EDC is interested in broader outreach and thus far outreach has been to commissioners' personal networks. The EDC acknowledges the need to do more with the press to invite further comment; he has been authorized by the EDC to write articles for My Edmonds News and the Beacon to inform the community and to encourage input. With regard to diversity outreach, he acknowledged the EDC has been head -down addressing issues and has not yet addressed that issue. It is worthy of discussion and he will introduce it at the EDC's next roundtable discussion. Councilmember Fraley-Monillas expressed concern that commissioners' personal networks likely do not reach everyone in Edmonds and it was important to reach out to people of color, people with socioeconomic differences such as in the working-class neighborhoods near the Highway 99 corridor. Mr. Reece invited Councilmember Fraley-Monillas to share tools for connecting with the community. Councilmember Fraley-Monillas suggested contacting businesses along the corridor, reminding that 22% of Edmonds is not white. Councilmember Teitzel asked about opportunities for economic growth at Five Corners with the new surgical clinic at the former Red Apple Market location taking a major corner out of play for redevelopment opportunity and the larger church on another corner. Mr. Reece relayed the EDC's support for businesses investing in investing Five Corners. The EDC sees Five Corners as a missed opportunity through earlier inaction. Although it is understandable why action not taken due to efforts at Westgate, that inaction resulted in the inability to redevelop some areas. However, three of the five corners still Edmonds City Council Draft Minutes April 18, 2017 Page 3 Packet Pg. 8 present opportunities for redevelopment and Five Corners is not just the corners but the greater area. Opportunity remains and he encouraged forward movement to avoid another missed opportunity. Councilmember Johnson commented the Red Apple Market space had been vacant for a number of years and she welcomed the new veterinary facility. Five Corners is in her neighborhood and missed the grocery store. She was personally interested in more opportunities for car sales on Highway 99 because it is the biggest economic driver during good and bad times. Along with Councilmember Fraley-Monillas' concern about reaching out to different ethnic groups, she commented the International District presents its own special problems, Edmonds Community College and the former Economic Development Director Stephen Clifton worked with businesses in that area in the past. She suggested reaching out to the churches in the International District. Council President Mesaros echoed Councilmember Johnson's comments, commenting opportunities on Highway 99 for the Asian community have resulted in a number of wonderful restaurants. He agreed with the suggestion to reach out and engage the business owners regarding the future of that area. 6. AUDIENCE COMMENTS Mike Shaw, Edmonds, commented at least four Councilmembers share his concerns and he wanted to convince the rest. He applauded the idea of a site survey of the Edmonds Marsh, commenting such a survey has been long overdue and the main issue now is to be absolutely certain the survey is conducted by a truly independent, unbiased scientific group. Studies are often compromised in some manner; Edmonds can do better. He urged the Council to ensure the survey of the marsh is was without comprising political or financial ties to a person or group and is thoroughly competent to ensure a clear, science -based picture of the state of the marsh, its wildlife, ecology, biology, degree of contamination and hydrology. He urged the Council to vet the companies under consideration for conducting the site survey as thoroughly and comprehensively as possible. Alvin Rutledge, Edmonds, expressed concern with the request to the State for funds to repair the Frances Anderson Center roof. He provided history regarding the roof, in 1980 the City took out a 20- year loan which was paid in 2000 when the City was annexed to the Sno-Isle Library, saving the City $1.2 million. He was concerned if funding was not provided by the legislature, the City would be responsible for funding repairs to the library roof. Don Hall, Edmonds, speaking on behalf of his wife and her store, Garden Gear and Gallery, referred to an Edmonds Beacon article regarding the closing of a store with a similar name. He assured Garden Gear and Gallery is doing wonderfully, is not going out of business and will celebrate their 21't anniversary next month. 7. ACTION ITEM SALARY COMMISSION (CONFIRMATION OF MAYOR'S APPOINTMENTS) This item was removed from the agenda via action taken during Item 3. 8. STUDY ITEMS 1. CHAPTER 10.95 AMENDMENTS TO CLARIFY TREE BOARD APPOINTMENT PROCESS Development Services Director Shane Hope explained after Chapter 10.95 was amended last year with regard to other issues, staff realized there was problematic language regarding the appointment process Edmonds City Council Draft Minutes April 18, 2017 Page 4 Packet Pg. 9 4.2.a and the location of meetings. At a January 2017 meeting, Councilmembers agreed, 1) individual Councilmembers would appoint members and the Council would confirm the appointment, 2) remove term limits, 3) have the Council President appoint the alternate, 4) clarify the role of the alternate board member, 5) make the format of the list of items on which the Tree Board may advise and make recommendations consistent and combine two of the items, and 6) add a location for regular Tree Board meetings. She recommended the Council direct staff to prepare an ordinance for approval on the Consent Agenda. Councilmember Buckshnis thanked Ms. Hope for taking the Tree Board under her wing, assigning Denise Nelson as the staff person and including the Tree Board in the Development Services budget. She suggested once the ordinance is adopted, the Council reaffirm Tree Board members. Ms. Hope advised that would be up to the Council. COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCIL PRESIDENT MESAROS, TO DIRECT THE CITY ATTORNEY TO PREPARE AN ORDINANCE FOR APPROVAL ON CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY. 2. REAPPOINTMENT OF PFD BOARD MEMBERS Council President Mesaros said as Council liaison to the PFD Board, he was asked to present the two board members for reappointment, Kevin McKay, VP for Finance & Administration, Edmonds Community College; and Larry Ehl, Port of Seattle. The PFD Board approved the reappointment of Board Members McKay and Ehl to serve an additional 3-year term beginning July 1, 2017. The PFD Board is in the midst of doing strategic planning with the ECA Board and has requested early approval of these nominations for continuity moving forward on this planning. Councilmember Fraley-Monillas observed the application in the packet was dated April 2016 and asked if the board members were still interested in serving. Council President Mesaros said he attended a PFD Board meeting today and assured they were interested in continuing. Councilmember Fraley-Monillas suggested in the future an updated application be provided. It was the consensus of the Council to forward this item to the Consent Agenda for approval. 3. CONTRACTING & PURCHASING POLICIES UPDATE Finance Director Scott James reviewed amendments to the Purchasing Policies and Procedures including amendments for complying with federal requirements, for apprentice requirements and to increase limits for procurement: 1) Title Page: Pufehasiag Contracting and Purchasing Policies and Procedures 2) Procurement of Products, page 4 of the amended policy a) Purchases costing between $10,000 and $25,000 is being amended to $20,000 and $35,000 b) Change reflex's increasing cost of doing business, and c) Most of the smaller projects such as fixing tile around the pool, replacing showers at the pool, etc., fall between the $10 - $20k range, and d) It is time consuming and sometimes difficult to get 3 quotes e) The change is consistent with RCW's 3) Grant Agreements and Grant Reimbursement Documents, page 4 of the amended policy a) Federal grant requirements now require an Authorized Official to execute & sign grant agreements and payment vouchers b) Policy now names Mayor as the Official to execute grant agreements c) Policy identifies and authorizes the Director overseeing the capital project to execute documents necessary to implement grant and submit reimbursements Edmonds City Council Draft Minutes April 18, 2017 Page 5 Packet Pg. 10 4.2.a 4) Procurement of Public Works, page 5 of the amended policy a) Policy is being amended to match State Law b) Amendment increases the threshold for City performed work on public work projects c) From $50,000 to $65,000 for projects involving multiple crafts or trades, and d) From $30,000 to $40,000 for projects involving a single craft or trade 5) Apprentice utilization, page 8 of the amended policy a) The amended policy increases the threshold for when apprentices shall be utilized b) From $250,000 to $1,000,000 and c) Amends number of hours performed by apprentices d) From 4-5-1A to 10% of the contractor or subcontractor labor hours 6) Records Retention Requirements, page 16 of the amended policy a) Amended policy updates section to comply with Code of Federal Regulations 7) Conflicts of Interest, page 17 of the amended policy a) Amended policy updates section to comply with Code of Federal Regulations, and b) Requires contract selection participants to sign Conflict of Interest Disclosure Form Mr. James recommended approval of the Purchasing Policies and Procedures as amended. Councilmember Fraley-Monillas requested the amendments be discussed individually as she plans to vote against the change in apprentice utilization. She explained apprenticeships provide training for skilled labor jobs, providing training for people for whom college was not their first choice and the City requires contractors' participation. She expressed concern with the change from a $250,000 project to a $1 million project and decreasing the apprenticeship goals from 15% to 10%. She recognized it can be a hassle for a contractor to hire apprentices but they also create living wage jobs. Councilmember Buckshnis observed most of the amendments were to be in compliance with the Code of Federal Regulations. Mr. James agreed, referencing Code of Federal Regulations Section 200 and pointing out compliance with the regulations was highlighted during the last audit. Councilmember Buckshnis referred to the amendment that authorizes the Mayor to execute grant agreements for capital projects in the current Capital Improvement Program and/or Capital Facilities Plan and asked if only the Mayor was allowed to execute agreements, not a designee. She recalled a major project where a director signed the agreement that caused a great deal of controversy. Mr. James answered it was only required on federal grants; the policy as proposed authorizes the Mayor and does not allow the Mayor to designate someone else. Once the agreement is executed, the director oversees the grant. Councilmember Buckshnis expressed support for apprenticeships, relaying her nephew was an apprentice as an engineer. She asked why the project amount was raised from $250,000 to $1 million. Public Works Director Phil Williams said staff also likes the apprentice program and it has the potential to provide the things cited by Councilmember Fraley-Monillas. In practice, after working with it for several years, it does not happen on smaller projects. For example, on a $250,000 project, the contractor may only have 3- 4 employees working on the project. To meet this goal, the contractor would either have to hire an apprentice they do not need which increases the cost of the project or layoff a long term employee and fill the position with an apprentice. If a contractor makes a case to show it is not economically feasible, the rules contain criteria that allow him to waive the requirement. That has been done but it requires a lot of paperwork for little benefit on smaller projects. On larger projects, contractors have more staff. The change from 15% to 10% reflects several years of performance. The existing 15% goal is seldom met, even on projects over $1 million, and 10% is a more reasonable goal. Edmonds City Council Draft Minutes April 18, 2017 Page 6 Packet Pg. 11 4.2.a Councilmember Buckshnis relayed her nephew worked for Hoffman Construction, companies that large can afford to have apprentices. She relayed her understanding the $1 million project limit was selected based on past history. Mr. Williams agreed it was intended to tailor the program to actual experience; it is very difficult to achieve on smaller projects. Councilmember Buckshnis observed the language did not reflect the ability to waive the requirement. Mr. Williams answered if a contractor makes a compelling case, the requirement can be waived but it is a lot of trouble, does not pay off on the smaller projects and may scare away some contractors from bidding. Councilmember Buckshnis suggested monitoring and advising the Council regarding compliance at the end of year. City Engineer Rob English pointed out the waiver authority is in section 5 on page 9 of the redline version. Councilmember Buckshnis observed the amendments regarding conflict of interest tightened the requirements, commenting other cities have had conflict of interest issues. Mr. Williams answered the intent would be anyone involved in the selection process would be asked to sign a Conflict of Disclosure Form, putting them on notice that they are obliged to notify of any conflict of interest. Councilmember Teitzel referred to the Apprentice History that lists 16 projects and that the apprentice goal was not met on 9 projects. He asked the penalty for not meeting the requirement or the incentive for meeting the requirement. Mr. Williams answered there no penalty and no incentive. It is a goal, staff likes to think contractors take it seriously. Councilmember Teitzel said if there is a goal, there should be teeth in it such as a penalty or incentive. Mr. Williams said that has not been discussed, he cautioned against including features in the City's procurement procedures that may result in an adverse outcome on project bids. He agreed with the basic goal of the program, having people receive training and education via apprenticeships. This was viewed as a way to stimulate that effort but it hasn't worked on smaller projects. Councilmember Teitzel expressed support for the notion of apprenticeships which assist people who not on the college track to find meaningful work to support their families but he was concerned there were no teeth in the metric. Mr. Williams said most cities do not have a requirement; Edmonds was one of a few cities trying to promote that effort and these recommendations are consistent with how the program has worked. With regard to raising the threshold to $1 million, Mr. English pointed out WSDOT's threshold is $3 million, Seattle's is $1 million, Shoreline's is $1 million, Vancouver's is 3-8% depending on project size, Snohomish County's is $250,000 and King County's varies depending on the project. Councilmember Tibbott asked what size contracts companies with apprentices on their staff typically bid on, anticipating some construction companies already have apprentices on staff. Mr. Williams answered the bigger the project, the more likely the apprentice goal would be met. Councilmember Tibbott asked how often the City has $5-6 million projects. Mr. Williams answered quite often lately. Mr. English said of the projects in the packet where there was a goal, 10 were over $1 million; the City bid 35-36 projects over that 5-year period. Councilmember Tibbott relayed his understanding that a project over $65,000 required a bid. Mr. Williams answered there are 2 criteria in state law, 1) the total aggregate of projects that an agency self - performs cannot exceed 10% of the total capital budget for the year, and 2) any single project over $65,000 requires a bid. Councilmember Tibbott asked how close the City was to the 10% limit with the current Public Works projects. Mr. Williams answered the capital budget for 2017 is $25 million; the City is far short of self -performing $250,000. Councilmember Tibbott recalled conversations in the past about the possibility of having more Public Works employees to handle smaller sidewalk projects. He referred to an ADA ramp near hospital, envisioning that project could be done in-house for $200. He suggested considering more Public Works employees to do these projects as a way to save money as well as provide an opportunity for apprentices Edmonds City Council Draft Minutes April 18, 2017 Page 7 Packet Pg. 12 4.2.a on City staff during the summer months. Mr. Williams agreed there is room to grow that activity. Avoiding project design is a huge cost savings, almost all construction projects have to be designed before they are put out for bid. That cost can almost be eliminated with standard details and communication between workers and engineering. He agreed a $8,000-10,000 ramp would cost considerably less if it was constructed in-house. Councilmember Tibbott asked how that vision for additional in-house Public Works staff matched the $65,000 threshold. Mr. Williams answered $65,000 is for an individual project; projects can be phased, portions of a corridor done in different years, etc. Councilmember Fraley-Monillas said the teeth or penalty is not getting the contract and the incentive is getting the contract. She pointed out to Councilmember Buckshnis that apprenticeship are not for college students but rather to create living wage jobs especially in non-traditional roles for those who chose not to attend college, often for financial reasons. Many more local cities than those cited by staff have an apprenticeship requirement. She pointed out Mr. Williams currently has the authority to waive the requirement and while it required paperwork, it provides living wage jobs. She encouraged the Council not to support reducing the apprentice requirement. Councilmember Nelson suggested separating amendments related to compliance with the Code of Federal Regulations such as grant agreements, grant reimbursements, record retention, conflict of interest and safeguard of personal identifiable information; apprenticeships have nothing to do with the Code of Federal or competitive bids. Mr. Williams agreed. Councilmember Nelson referred to the statement that the threshold when projects must be bid competitively is being raised to match the State law. He asked if the City was not in compliance with State law now. Mr. Williams answered the State periodically increases that amount in recognition of inflation in construction costs. This would bring the City up to the amount allowed under State law. Councilmember Nelson asked whether the City could have a lower amount. Mr. Williams agreed that was allowed. Councilmember Johnson referred to the Apprentice History 2012 — 2016, out of the 16 projects listed, 7 were over $1 million and did not meet the apprenticeship goal. She asked how not meeting the goal in those larger projects could be justified. Mr. Williams answered the larger projects have a better track record of meeting the goal; smaller projects struggle mightily which is the reality of the marketplace. He commented it would be a shame to receive a low bid on a $1 million project that is $150,000 less than the next lower bid and have to reject that bid and take the second low bidder for that reason. In that sense the City is hiring the apprentice. He viewed that as an odd reason to reject a low bid, particularly when it was so difficult on small projects. Councilmember Johnson said she understood the difficulty on small projects, and asked how to encourage the use of apprentices when 7 out of 16 projects did not meet the previous goal. Mr. Williams said one could look at the track record over several years and reach a conclusion that the entire program was a failure and abandon it; that was not the proposal. The proposal was to tailor the program to improve the likelihood of success and have a higher level of compliance with these changes. He pointed out the cost of a project is not just labor, on some projects a large percentage of the cost is materials which makes a single number a difficult metric to judge success by. Mr. English referred to the Apprentice History 2012- 2016, pointing out 4 were near the 10% apprentice goal which was the reason for the recommendation to reduce it from 15% to 10%. It was the consensus of the Council to forward the amendments related to compliance with the Code of Federal Regulations to the Consent Agenda and amendments related to apprentice requirements to the regular agenda. 4. REPORT ON CONSTRUCTION BIDS RECEIVED FOR THE 2017 SEWER LINE REPLACEMENT PROJECT Edmonds City Council Draft Minutes April 18, 2017 Page 8 Packet Pg. 13 4.2.a City Engineer Rob English reported staff opened five construction bids today. The low bid was provided by Shoreline Construction at $924,172; the high bid was $1.49 million, and the engineer's estimate was $1.173 million. He provided project details: • Replaces 2500 feet of 10-inch diameter concrete sewer main with 18-inch diameter PVC sewer main • Increases capacity • Replaces concrete pipe in poor condition and in need of replacement • Contract includes 80 working days • Construction anticipated to start early -June • Construction anticipated to be complete mid -September, early Oct. • Construction budget o Award amount $924,172 0 15% construction management ($138,600) 0 10% management reserve o Total $1.155 million o Available budget $1.364 million Mr. English explained the next step is to review the bid documents. He recommended forwarding the bid award to the Consent Agenda for approval next week. Public Works Director Phil Williams advised the City has worked with Shoreline Construction multiple times in the past and staff is very happy with the bid. Council President Mesaros asked how much of the $1.3 million was labor. Mr. English said the pricing is inclusive of material, equipment and labor. Council President Mesaros said he was curious in light of the discussion on the previous agenda item how much of a $1.3 million project was labor and materials, recognizing it varied by project. It was the consensus of the Council to forward this item to the Consent Agenda for approval. 5. WASTEWATER TREATMENT, DISPOSAL AND TRANSPORT CONTRACT F,XTFNSION Public Works Director Phil Williams requested this item be delayed until next week as the Waste Water Treatment Plant Supervisor Pamela Randolph was out after breaking her arm. This was agreeable to the Council. 6. MOTION TO ALLOCATE COUNCIL FUNDS TO INITIATE AN RFP PROCESS TO OBTAIN A BASELINE PLANNING SITE -SPECIFIC SCIENTIFIC STUDY OF THE EDMONDS MARSH WATERSHED Councilmember Buckshnis commented this was the result of working on Option M and discussions with Ecology about the shoreline inventory and the information needed for a site specific study . City Attorney Jeff Taraday explained the intent was to remove the scope of work in one of Shoreline Master Program (SMP) options and take separate action on that concept. He did not make any changes to that scope of work, feeling it was beyond his expertise. The concept is to publish something to request proposals from consultants with this expertise; the scope of work exhibit would be a starting point to start a conversation with consultants who respond to the RFP. The Council would have an opportunity to interview the consultants and ask questions about any changes they propose. He reiterated the proposed scope of work was just a starting point for the conversation with consultants. The scope of work was Edmonds City Council Draft Minutes April 18, 2017 Page 9 Packet Pg. 14 4.2.a drafted at a time when it was proposed to be used as part of the SMP and as part of a project -level study. Now that the intent is a planning level study, the final scope of work may need to be changed to make it a planning level study instead of project level study. Councilmember Johnson recommended using language from the SMP in accordance with what David Pater, Ecology, said, "we are really asking to update the shoreline inventory and characterization report." She noted that was a document that preceded the work that was done and had not been updated in a long time. Second, the cumulative impact analysis needs to be updated. Both are discrete documents that precede the SMP. Mr. Taraday said he understood Councilmember Johnson's first point, but in regard to her second point, he said cumulative impacts are typically the impacts from something such as a project. In this instance there is not a project so he was uncertain how the impact could be analyzed without a project. Councilmember Johnson responded she took it to mean the many projects anticipated in the future such as the daylighting of Willow Creek, cleaning of the culverts and reordering of the channel. Mr. Taraday relayed his understanding she was referring to restoration projects. Councilmember Johnson said she would defer to the experts but was confident about the shoreline inventory and characterization analysis, noting that exact language was not used in the RFP but it should be. Councilmember Buckshnis clarified this was a motion to allocate Council funds to initiate an RFP. In speaking with Development Services Director Shane Hope, there is a substantial difference between an RFP and an RFQ. In reviewing some of the City's RFP's, they range from three pages to ten pages. This is not the RFP; the scope of work is related to the three broad ecological functions to be evaluated by the site -specific study, 1) biogeochemical functions, 2) hydrologic functions, 3) food web and habitat functions. She will work with Ms. Hope to prepare the RFP. Councilmember Teitzel expressed support for proceeding with a baseline study for the marsh and was supportive of allocating Council funds. He was glad to hear the language in the agenda memo was not the RFP and did not feel Council should be involved in writing the RFP. The Council's responsibility is to outline policy and staff's responsibility is to use the policy to take action, in this instance, create an RFP. He preferred to have staff draft an RFP using the major concepts from the agenda memo. He was concerned it appeared to blend Appendix C with new language that was not consistent. He supported the baseline study focusing on existing conditions, yet there is reference to "The site -specific study should evaluate past, current and projected further ecological functions of the Edmonds Marsh" which he did not view as a baseline study. Council President Mesaros expressed support for the study and was pleased to hear Councilmember Buckshnis say this was a beginning point and there would be further language. With regard to Councilmember Johnson's comments about impacts of existing projects, he agreed with getting feedback from the experts regarding the impacts on the marsh of daylighting Willow Creek and opening the culverts. He echoed Councilmember Teitzel's suggestion about having staff draft a document for Council review. He was supportive of using the language that has developed and having staff develop an RFP inclusive of everything the Council wants. Councilmember Buckshnis confirmed her discussions with Council President Mesaros that there should be strong Council oversight but there was some disagreement whether it should be drafted by the Council Assistant or Ms. Hope. She acknowledged Ms. Hope's wealth of information but did not want to burden her with a great deal of extra work. Councilmember Buckshnis preferred the Council be involved since the Council requested it and was paying for it. Edmonds City Council Draft Minutes April 18, 2017 Page 10 Packet Pg. 15 4.2.a Councilmember Fraley-Monillas asked the Council's role in the RFP. Mr. Taraday said it was up to the Council, if the Council wished, it could come to Council for final approval before it was published. He clarified there was a difference between the RFP and the scope for work that the City would ultimately contract for. Even after the RFP language is finalized, there will be an exchange of ideas with the consultants that respond and the consultants will further refine the scope of work to what is contracted via a professional service agreement. Councilmember Fraley-Monillas wanted to have the Council involved in both the RFP and the scope of work, recognizing there are different objectives on the dais and it will be important for all Councilmembers to have input. Council President Mesaros asked Ms. Hope her thoughts, commenting having Ms. Hope involved does not abdicate the Council's involvement. Ms. Hope answered she has developed a number of RFP and RFQs as have many other directors; a bit of science and art is required to get the language right. She and others on staff are happy to assist, particularly while the Council does not have a functioning Admin Assistant. The final language is up to the Council. Interviewing candidates is another step in the process; it is up to the Council who to interview but there are also best practices in the process to avoid any appearance of fairness issues. Councilmember Tibbott asked whether Ms. Hope had enough direction from Council to begin the process. Ms. Hope answered Councilmember Buckshnis and she have discussed this and the Council has provided input tonight. She welcomed any additional thoughts from Council. Councilmember Tibbott said he has not reviewed a RFP in the past and asked if there was a template and/or best practices for developing an RFP. Ms. Hope offered to provide follow-up information to all Councilmembers. Councilmember Buckshnis offered to draft an RFP and send it to Ms. Hope. Council President Mesaros suggested the Council has given Ms. Hope direction/guidance with assistance from Councilmember Buckshnis. He suggested they return with a draft RFP in two weeks. 7. INTERLOCAL AGREEMENT WITH SNOHOMISH HEALTH DISTRICT REGARDING SALE OF RUCKER BUILDING Economic Development/Community Services Director Patrick Doherty explained on September 27, 1990 Snohomish County, along with other cities and towns, including the City of Edmonds, entered into an interlocal agreement (the "1990 ILA") to provide for the acquisition of a facility for the Snohomish Health District known as the "Rucker Building." The District purchased the Rucker Building for $5,150,000 in October 1990. The City of Edmonds contributed a total of $160,071 in a series of payments from 1990 through 1995. The District's then -Deputy Director Rick Mockler indicated to the 1990 ILA members that they would each own an interest in the Rucker Building. In 1995 the District paid off the acquisition loan in full, at which time the 1990 ILA expired, leaving unclear whether any continuing property interest continued to accrue to the parties. Indeed the District is now the sole entity listed on the current deed and title. Since that time the District has assumed all financial responsibility for utilities, ongoing operations and maintenance, and capital improvements. Last fall the Board of Health and senior leadership began discussing the option to sell the Rucker Building as part of its 2017 budget preparations. This led to the Board of Health's unanimous approval of Resolution 17-03 on January 10, 2017 indicating its intent to surplus and sell the Rucker Building, as well as encouraging the County and the cities and towns that were party to the original 1990 ILA to relinquish any potential ownership and/or financial interest in the property. Edmonds City Council Draft Minutes April 18, 2017 Page 11 Packet Pg. 16 4.2.a At this time the Rucker Building is officially on the market, listed by Kidder Mathews, who was retained by the District. The Board of Health's real estate committee has indicated a preference to purchase a new location for long-term financial viability (i.e., pay outright and not have ongoing annual lease or loan payments). However, the ILA does include a provision to consider leasing a building, depending on market conditions, timing, etc. The new facility sought by the District should consist of approximately 30,000 square feet and be located within the greater Everett vicinity, with parking and near major transit lines. If a new building is purchased, it is estimated that net residual proceeds would run from $24 million for a capital fund intended to secure a more long-term financial stability to account for future physical plant needs and/or program fund support. Selling the building in the near term would also eliminate up $1-1.5 million in expenditures earmarked in the 2017 budget for needed HVAC replacements. If the District ends up leasing space, they will likely keep the majority of the sale proceeds in a capital/reserve fund for lease and facility -related expenses, together with an eventual purchase in the future. More details of the District's intended sale of the Rucker Building and potential purchase and/or lease of a new building can be found in the 4/5/17 letter from District Interim Administrator Jefferson Ketchel. At this time, the District proposes that the original signatory jurisdictions to the 1990 ILA, including the City of Edmonds, officially relinquish any potential financial interest in the Rucker Building, pursuant to the proposed Interlocal Agreement, including a Quit Claim Deed, which relinquishes and conveys any potential financial or property interest in the Rucker Building. Councilmember Fraley-Monillas inquired about the cost to maintain the building. Heather Thomas, Communications and Public Affairs Officer, Snohomish Health District, advised it was estimated at $100,000 to $300,000/year for ongoing maintenance and operation, exclusive of utilities. The District does not have a capital fund, so funding for building maintenance has come from the operating budget, reducing funds available for programming or public health activities. Selling the building and purchasing or leasing another building would allow the District to establish a capital fund. Councilmember Fraley- Monillas observed the cost has been $100,000/year since 1990. Ms. Thomas agreed, commenting there have been a few larger upgrades over the years; it was estimated over $2.6 million in District funds have been spent in the last 20-25 years. Councilmember Fraley-Monillas asked if any of the cities had been billed or contributed toward those expenditures. Ms. Thomas answered no. Councilmember Tibbott asked the current sales price of the building. Ms. Thomas answered it was technically unlisted. The assessed value is $9 million; the broker is targeting an $8-10 million sales price. Councilmember Tibbott observed the building had appreciated from $5 million to $9 million and after the sale, the proceeds were estimated to be $2-4 million. Ms. Thomas answered that was the amount after a new building was purchased, tenant improvements were made, moving costs and getting established in the new location. Councilmember Tibbott asked if the intent was to retain that $24 million in a capital account and not use it for operations. Ms. Thomas answered that was the goal, to create a standalone capital fund. Councilmember Tibbott asked if that would ultimately be used to purchase another facility. Ms. Thomas answered the $2-4 million would be after the sale of the Rucker Building and purchase/lease of a new building. Councilmember Johnson observed the intent was to purchase or lease approximately 30,000 square feet. She asked the size of the Rucker Building. Ms. Thomas answered it was about 90,000 square feet. When purchased in 1990, the District had over 250 employees; it currently has 100-115 employees. Approximately 10,000 square feet is leased by the IRS and the Health District occupies approximately 50,000 and there is vacant space. A few years ago the Board considered renovating the building, Edmonds City Council Draft Minutes April 18, 2017 Page 12 Packet Pg. 17 4.2.a consolidating the District to primarily the first floor and leasing the majority of the second floor. That renovation and the HVAC repairs would cost $4 million; given the District's financial situation, it was difficult to justify $4 million in building improvements. The improvements were reduced to emergency repairs, the $1.5-1.7 million in HVAC repairs. The District is also not in the business of property management and does not have the staff for that or for property maintenance. Councilmember Johnson observed the District currently has approximately half the employees it had in 1990. She asked whether more employees were anticipated in the future. Ms. Thomas answered the District hoped to be able to grow with funding the legislature is considering but she did not anticipate growth of 100 employees. The District has a lease in Lynnwood where some employees could be shifted and then downsize into a smaller facility in the general Everett area that would have enough flexibility to increase the number of employees if funding is provided by the State. Councilmember Teitzel commented this is unusual and represents less than tidy recordkeeping; under the terms of the 1990 ILA, the City held partial ownership in the building but that ownership was loss over time. Conversely the City was not assessed for maintenance, making it possible it was a wash. He found that troublesome from an accounting standpoint and asked if there were other options than the proposed ILA. City Attorney Jeff Taraday answered if all the cities that made contributions were taking the same course of action in the interest of preserving the District, it probably works out. If there was a hold -out city that wanted to recoup their investment while all the other cities waived their rights, that would be a problem. He suggested checking the ILA to determine if there was language that would prevent that from happening, making the City's release contingent on all other parties making a similar release. Ms. Thomas said what happened was frustrating for the District as well. When the District paid off the loan in 1995, there was to be a subsequent real property ILA generated which would have identified cities' explicit interest in the building and liabilities. She was uncertain why that was not done. The District learned Snohomish County did a quit claim deed in 1996 to release their interest in the building, over $2 million. It may have been decided at that time there did not need to be a real property ILA; the District and cities have been unable to find any record. If the building was an asset, cities should have been carrying it on their books as an asset, most have not. In discussing the need for individual quit claim deeds from each city, the District's real estate attorneys said technically the District can sell the building and collect the money. The risk is a city could sue the District unless a quit claim deed was done. The only other process is a quiet title which requires naming all the cities in a lawsuit which the District did not want to do. If a city did not sign the ILA, they would need to provide proof that money is owed to them and potentially file a claim against the District. The intent is the most expeditious route. Almost all the cities have passed the ILA, Brier, Mill Creek, Everett, Index and Gold Bar have not yet signed. Councilmember Teitzel said he was comfortable this was the best course of action. Councilmember Fraley-Monillas commented it was not just the Health District, cities also did not keep proper records. As the Chair of the Snohomish County Health District, she recommended forwarding the ILA to the Consent Agenda. It was the consensus of the Council to forward this item to the Consent Agenda for approval. Mayor Earling commented he had no issue with forgiving the $160,000 and signing a quit claim deed. He acknowledged the Health District has had financial challenges and the cities have provided funds to assist with cash flow this year. The District has been working on funding in the legislature but that outcome is unknown. He voiced his continued concern that there would be further requests for financial assistance from either the County and/or cities. He was mystified why the District would sell the building and not purchase another building, possibly a lease option. He questioned how the District would sustain itself if the legislature did not provide funding and cities tired of providing funding. He wanted the District to be Edmonds City Council Draft Minutes April 18, 2017 Page 13 Packet Pg. 18 4.2.a strong financially, but he was not convinced that would happen as easily if the District reinvested all the money in a new purchase. Ms. Thomas answered that was the reason for the change in the ILA. The short term and long term viability of the District and leasing versus purchasing is a continuing conversation with the Board. Mayor Earling commented some sellers will credit a lease payment toward the purchase price. He summarized he was concerned but was willing to support the requested action. Councilmember Fraley-Monillas said the District will not be going back to cities for funding. The representatives of the cities at the Health District have been clear with District leadership that this is a onetime shot. The Board intends to look at future planning very soon and how to continue providing community health in Snohomish County if there are funding issues. The District recognizes there may be more difficult decisions in the future. 8. AUTHORIZATION TO CONTRACT WITH JAMES G. MURPHY TO SELL SURPLUS CITY VEHICLES AND SURPLUS CITY EQUIPMENT Public Works Director Phil Williams requested authorization to sell the following at action: • Equipment: 0 1957 Caterpillar D343 250KW generator (with external 550 gal. fuel tank) o Kato Light, KF15-1, 9000Watt 120/240 V, Model G9-FG-B2EPP • Fleet vehicles: 0 1995 Ford 445 Loader 0 2006 Ford Escape • Police seizure vehicle: o 2003 BMW M3 Councilmember Johnson asked if the BMW was a drug seizure. Mr. Williams answered he was not sure, but that was a good guess. Councilmember Johnson asked if the proceeds of the sale of that vehicle would go to the Snohomish County Drug Task Force. Mr. Williams answered it depends on the City's role in process. Councilmember Nelson referred to the 1957 generator and asked the typical lifespan of a generator. Mr. Williams answered diesel powered generators provide service for a long time with good maintenance. Councilmember Nelson commended staff on the good maintenance. It was the consensus of the Council to forward this item to the Consent Agenda for approval. 9. MAYOR'S COMMENTS Mayor Earling reported in talking with Senator Liias and Representative Peterson today, they anticipate the legislature will adjourn on schedule but immediately go into an extended session. There seems to be some optimism that the transportation budget may be passed by Sunday. The capital budget will be delayed until a final settlement is reached on the General Fund. Mayor Earling referred to comment by a citizen under Audience Comments about the Frances Anderson Center roof and reference to the library roof, clarifying only the Frances Anderson Center roof will be replaced. Mayor Earling said he has made an appointment to the Planning Board Alternate position but will not announce until the other six applicants have been informed. Mayor Earling reported he has been asked to serve as a judge for Dancing with Our Stars at the Edmonds Center for the Arts on Saturday. Several well-known community members will be guest dancers. Edmonds City Council Draft Minutes April 18, 2017 Page 14 Packet Pg. 19 4.2.a 10. COUNCIL COMMENTS Councilmember Tibbott thanked the Council for allowing him to miss last week's meeting. While he was out, he had an opportunity to check out digital books from the Sno-Isle Library, a great way to obtain free reading material. Councilmember Buckshnis reminded of the Arbor Day ivy pull on Saturday at Hutt Park beginning at 9 a.m. Refreshments will be provided, helpers should bring gloves and wear long sleeves and pants. Councilmember Buckshnis advised the RFP for the Edmonds Marsh Site Specific Study will be on the May 9th agenda as she is out of town on May 2na Council President Mesaros advised he will miss the Hutt Park event; he and his wife will be attending a conference in Portland. He advised the new format of committee meetings would begin on May 9th following a Council meeting. He remind Councilmembers to email him their preference regarding committees and he will make the appointments next week. Councilmember Johnson advised there is still hope for the Public Works Trust Fund in the legislature according to a memo from AWC. She urged anyone interested in supporting that program to contact their legislators. Councilmember Teitzel reported last Saturday the Rotary Club of Edmonds Daybreakers hosted the Easter Egg Hunt at Frances Anderson Center field. Hundreds of kids from ages 4 to 10 participated; the weather was great. Councilmember Teitzel reported on vandalism of a very serious nature that occurred on April 16 in the Westgate and Esperance areas. Swastikas, a symbol of hate and intolerance unacceptable in this community, were painted on several vehicles. He strongly encouraged the Police Department to do a thorough investigation and to prosecute any suspects not as vandals but as perpetrators of a hate crime. Councilmember Nelson said swastikas painted on homes and cars may not be considered a hate crime in the eyes of the law because the targets were not a protected class. However, he viewed it as an assault on the community. A swastika serves only one purpose, to instill fear and to promote hatred, a symbol representing a horrific time in our world's history. Some will say these recent acts are the work of a few rotten apples, isolated incidents; he felt something deeper was happening. He listed 21 cities and counties throughout the U.S. that have been assaulted with swastikas on benches, sidewalks, homes, fences, steps, businesses, churches, trees, bridges, historic buildings and parks in the first 4 months of 2017. The ground is shifting including tolerance of one another. We need to look out for each other, every member of the community, double down in compassion and love of one another, sending a clear message that Edmonds is a loving community because the times we live in demand it. 11. CONVENE IN EXECUTIVE SESSION REGARDING PENDING OR POTENTIAL LITIGATION PER RCW 42.30.110(1)(i) This item was not needed. 12. RECONVENE IN OPEN SESSION. POTENTIAL ACTION AS A RESULT OF MEETING IN EXECUTIVE SESSION This item was not needed. Edmonds City Council Draft Minutes April 18, 2017 Page 15 Packet Pg. 20 4.2.a 13. ADJOURN With no further business, the Council meeting was adjourned at 9:03 p.m. Edmonds City Council Draft Minutes April 18, 2017 Page 16 Packet Pg. 21 4.3 City Council Agenda Item Meeting Date: 04/25/2017 Approval of claim, payroll and benefit checks, direct deposit and wire payments. Staff Lead: Scott James Department: Administrative Services Preparer: Nori Jacobson Background/History Approval of claim checks #225123 through #225210 dated April 20, 2017 for $481,430.12 and wire payments dated 4/13/17 for $27,658.32, 4/17/17 for $5,688.50, 4/18/17 for $552.81 and 4/19/17 for $2,285.75. Approval of payroll direct deposit and checks #62663 through #62670 for $503,964.16, benefit checks #62671 through #62676 and wire payments of $566,674.50 for the pay period April 1, 2017 through April 15, 2017. Staff Recommendation Approval of claim, payroll and benefit checks, direct deposit and wire payments. Fiscal Impact Claims $517,615.50 Employee checks and direct deposit $503,964.16 Benefit checks and wire payments $566,674.50 Total Payroll $1,070,638.66 Narrative In accordance with the State statutes, City payments must be approved by the City Council. Ordinance #2896 delegates this approval to the Council President who reviews and recommends either approval or non -approval of expenditures. Attachments: claim cks 04-20-17 wire 04-13-17 wire 04-17-17 wire 04-18-17 wire 04-19-17 FrequentlyUsedProjNumbers 04-20-17 payroll summary 04-20-17a payroll summary 04-20-17b payroll benefit 04-20-17 Packet Pg. 22 4.3.a vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 225123 4/20/2017 068964 ACTION COMMUNICATIONS INC 1704113 INV#1704113 CUST#EDMPOL- EDN HYTERA DIGITAL PORTABLE RADIC 001.000.41.521.22.35.00 HYTERA 1500 MAH BATTERIES 001.000.41.521.22.35.00 PRIORITY UPGRADES 001.000.41.521.22.35.00 VEHICLE CHARGER ADAPTERS 001.000.41.521.22.35.00 10.3% Sales Tax 001.000.41.521.22.35.00 Total 225124 4/20/2017 069751 ARAMARK UNIFORM SERVICES 1990118378 PARKS MAINT UNIFORM SERVICE PARKS MAINT UNIFORM SERVICE 001.000.64.576.80.24.00 1990118379 FACILITIES DIVISION UNIFORMS FACILITIES DIVISION UNIFORMS 001.000.66.518.30.24.00 10.3% Sales Tax 001.000.66.518.30.24.00 1990122296 PUBLIC WORKS OMC LOBBY MATE PUBLIC WORKS OMC LOBBY MAT: 001.000.65.518.20.41.00 PUBLIC WORKS OMC LOBBY MAT: 111.000.68.542.90.41.00 PUBLIC WORKS OMC LOBBY MAT: 421.000.74.534.80.41.00 PUBLIC WORKS OMC LOBBY MATE 422.000.72.531.90.41.00 PUBLIC WORKS OMC LOBBY MATE 423.000.75.535.80.41.00 PUBLIC WORKS OMC LOBBY MATE 511.000.77.548.68.41.00 Page: N 520.0( U 100.0( OMI141L, O L 83.6z c, 895.69 Q- E 52.2 0 1.6' ti r 6.1' N 0 6.1' Y 6.1' E 6.1' m 6.0£ E R .r r a Page: 1 Packet Pg. 23 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225124 4/20/2017 069751 ARAMARK UNIFORM SERVICES 225125 4/20/2017 069226 BHC CONSULTANTS LLC 225126 4/20/2017 028050 BILL PIERRE FORD INC Voucher List City of Edmonds Invoice PO # Description/Account (Continued) 10.3% Sales Tax 001.000.65.518.20.41.00 10.3% Sales Tax 111.000.68.542.90.41.00 10.3% Sales Tax 421.000.74.534.80.41.00 10.3% Sales Tax 422.000.72.531.90.41.00 10.3% Sales Tax 423.000.75.535.80.41.00 10.3% Sales Tax 511.000.77.548.68.41.00 1990122297 FLEET DIVISION UNIFORMS & M FLEET DIVISION UNIFORMS 511.000.77.548.68.24.00 FLEET DIVISION MATS 511.000.77.548.68.41.00 10.3% Sales Tax 511.000.77.548.68.24.00 10.3% Sales Tax 511.000.77.548.68.41.00 Tota 8670 ESJB.SERVICES THRU 3/24/17 ESJB.Services thru 3/24/17 421.200.74.594.34.41.00 Tota 650549 UNIT 49 - PARTS Unit 49 - Parts 511.000.77.548.68.31.10 10.1 % Sales Tax 511.000.77.548.68.31.10 Tota 4.3.a Page: 2 c ca .y 0 0- W Amoun m L_ 0.1 i m 0.6: U 4- 0.6: c m 0.6: c� 0.6< 0 CU 0.6, a AT 0 5.9E w 0 18.4( 0 L 0.6' a Q 1.9( r 151.31 c N ti r 14,305.3E N 14,305.3E o N Y E 75.9( f° U Page: 2 Packet Pg. 24 4.3.a vchlist Voucher List Page: 3 04/20/2017 9:03:30AM City of Edmonds c ca Bank code : usbank 0 a� Voucher Date Vendor Invoice PO # Description/Account Amoun 225127 4/20/2017 074307 BLUE STAR GAS 7775 FLEET - AUTO PROPANE 602.1 GAL L_ Fleet - Auto Propane 602.1 Gal 511.000.77.548.68.34.12 712.9( Total: 712.9E t 225128 4/20/2017 067391 BRAT WEAR 21513 INV#21513 - EDMONDS PD - D. SM U LABOR TO SEW CHEVRONS TO JA 001.000.41.521.22.24.00 21.0( 10.3% Sales Tax 001.000.41.521.22.24.00 2.1( 21519 INV#21519 - EDMONDS PD - GAGNI JUMPSUIT W/ ALL ITEMS - CHARGE 0 001.000.41.521.22.24.00 257.5( a 10.3% Sales Tax 001.000.41.521.22.24.00 26.5. •� Total: 307.1E 6 4- 0 225129 4/20/2017 074776 BUCKSHNIS, DIANE 11917 REIMBURSEMENT FOR TRAVEL - C Diane Buckshnis - Reimbursement fo cu > 0 001.000.11.511.60.49.00 59.1( a ORCA- Train Tickets to WRIA8 Grani Q- Q 001.000.11.511.60.49.00 24.0( Good To Go - Toll c 001.000.11.511.60.49.00 14.7E N Total: 97.8E ti r 225130 4/20/2017 073029 CANON FINANCIAL SERVICES 17231344 RENTAL OF COPIER C3325I N RENTAL OF COPIER C3325I 001.000.23.512.50.45.00 65.6E w COPIER MAINTENANCE C3325I Y 001.000.23.512.50.48.00 114.6- E 17231345 C/A 572105 CONTRACT# 3091/0521 ca Finance dept copier contract charge 001.000.31.514.23.45.00 209.6' B&W Meter usage IRC5250 Mar-17 E 001.000.31.514.23.45.00 24.4< R .r r Q Page: 3 Packet Pg. 25 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225130 4/20/2017 073029 CANON FINANCIAL SERVICES Voucher List City of Edmonds Invoice PO # Description/Account (Continued) Color Meter usage IRC5250 Mar-17 001.000.31.514.23.45.00 10.3% Sales Tax 001.000.31.514.23.45.00 17231346 CITY CLERKS COPIER LEASE AN CITY CLERKS COPIER LEASE 04/ 001.000.25.514.30.45.00 17231348 CANON C5250 lease charges 4/2017 001.000.22.518.10.45.00 lease charges 4/2017 001.000.61.557.20.45.00 lease charges 4/2017 001.000.21.513.10.45.00 b&w meter usage 3/2017 001.000.22.518.10.45.00 b&w meter usage 3/2017 001.000.61.557.20.45.00 b&w meter usage 3/2017 001.000.21.513.10.45.00 color meter usage 001.000.22.518.10.45.00 color meter usage 001.000.61.557.20.45.00 color meter usage 001.000.21.513.10.45.00 10.3% Sales Tax 001.000.22.518.10.45.00 10.3% Sales Tax 001.000.61.557.20.45.00 10.3% Sales Tax 001.000.21.513.10.45.00 17231350 CANON C2501 F lease charges 4/2017 4.3.a Page: 4 c ca .y 0 0- W Amoun m L 107.6E m 35.2( U D 4- 0' c 1,307.3' c c� 157.2' o L 26.2( a E 26.2( 'M U w 24.8, 0 c� 4.1E o a 0. 4.1z Q r 89.7( c N 14.9E r 0 14.9E 0 28.0( 4.60 4.6( m E t R .r r Q Page: 4 Packet Pg. 26 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225130 4/20/2017 073029 CANON FINANCIAL SERVICES 225131 4/20/2017 068484 CEMEX LLC Voucher List City of Edmonds Invoice (Continued) 17231356 4.3.a Page: 5 PO # Description/Account 001.000.21.513.10.45.00 26.4z color meter usage Y 001.000.21.513.10.45.00 35.6� aUi 10.3% Sales Tax U 001.000.21.513.10.45.00 6.4' RECEPTIONIST DESK CITY CLERK; c RECEPTIONIST DESK CITY CLERK; 001.000.25.514.30.45.00 35.5' 10.3% Sales Tax 001.000.25.514.30.45.00 3.6 1 _ Tota 9435222641 STORM DUMP FEES Storm Dump Fees 422.000.72.531.10.49.00 9435231339 STORM DUMP FEES Storm Dump Fees 422.000.72.531.10.49.00 9435283279 ROADWAY - ASPHALT Roadway - Asphalt 111.000.68.542.31.31.00 9.5% Sales Tax 111.000.68.542.31.31.00 9435307635 ROADWAY - ASPHALT Roadway - Asphalt 111.000.68.542.31.31.00 10.0% Sales Tax 111.000.68.542.31.31.00 9435315301 15TH WALK WAY - ASPHALT DELI 15th Walk Way - Asphalt Delivery 112.000.68.542.61.41.00 10.3% Sales Tax 112.000.68.542.61.41.00 Tota 0 2,371.85 j, c� a E M 1,296.2z Z 4- 0 1,268.01 0 L a Q. Q 529.2( r 0 50.2 , N ti 184.8( N 0 18.4E Y V E 1,265.9E r 130.3E I : 4,743.4: E t R .r r Q Page: 5 Packet Pg. 27 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 225132 4/20/2017 074355 CITY OF MONROE POLICE DEPT MPD2017-002 INV#MPD2017-002 TRAINING EXPE TUITION FOR TACT MEDICINE COU 628.000.41.521.23.31.00 AIRFARE FOR TACT MEDICINE COI 628.000.41.521.23.31.00 BAGGAGE FEE FOR TACT MEDICIN 628.000.41.521.23.31.00 RENTAL CAR FOR TACT MEDICINE 628.000.41.521.23.31.00 PER DIEM FOR TACT MEDICINE CC 628.000.41.521.23.31.00 LODGING FOR TACT MEDICINE CO 628.000.41.521.23.31.00 FUEL FOR RENTAL CAR -TACT MED 628.000.41.521.23.31.00 Total 225133 4/20/2017 073135 COGENT COMMUNICATIONS INC APR-17 C/A CITYOFED00001 Apr-17 Fiber Optics Internet Connecti 512.000.31.518.87.42.00 Total 225134 4/20/2017 062975 COLLISION CLINIC INC RO# 32673 UNIT 49 - REPAIRS AFTER INS Unit 49 - Repairs after Ins 511.000.77.548.68.48.00 Total 225135 4/20/2017 069892 COLUMBIA FORD INC 3-H1165 UNIT E137PO - NEW 2017 FORD TF Unit E137PO - New 2017 Ford Transi 511.100.77.594.48.64.00 3-H1201 UNIT E133PO - NEW 2017 FORD P( Unit E133PO - New 2017 Ford Police 511.100.77.594.48.64.00 3-H1202 NEW UNIT E134PO - 2017 FORD P, New Unit E134PO - 2017 Ford PGIICE 511.100.77.594.48.64.00 4.3.a Page: 6 c ca .y 0 a a� Amoun m L_ 2,990.0( m 659.9E U 4- 50.0( c m 132.0( c� 816.0( 0 L 1,302.4E a E 55.5' 'M 6,005.91, 0 0 c� 0 L 406.1( a 406.11 Q r 0 0 311.41 ti 311.41 r 0 N 0 N 37,311.8, E 37,344.3z r c m E 37,344.3z R .r r Q Page: 6 Packet Pg. 28 vchlist 04/20/2017 9:03:30AM Voucher List City of Edmonds Bank code : usbank Voucher Date Vendor Invoice PO # 225135 4/20/2017 069892 069892 COLUMBIA FORD INC (Continued) 225136 4/20/2017 075648 COVICH-WILLIAMS CO INC 0292080-IN Description/Account UNIT 66 - PARTS Unit 66 - Parts 511.000.77.548.68.31.10 10.3% Sales Tax 511.000.77.548.68.31.10 Tota 4.3.a Page: 7 c ca .y 0 a a� Amoun 112,000.5( ,L a N m 147.3: u 15.1E c Total : 162.5' 225137 4/20/2017 005965 CUES INC 479408 SEWER/STORM - DUC LENSE REPI c Sewer/Storm - DUC Lense Replacem f° 422.000.72.531.90.48.00 1,249.4, Sewer/Storm - DUC Lense Replacem 423.000.75.535.80.48.00 1,249.4' 9.8% Sales Tax E 422.000.72.531.90.48.00 122.4E TU 9.8% Sales Tax 4- 0 423.000.75.535.80.48.00 122.4z @ Total: 2,743.7E c 0 225138 4/20/2017 006200 DAILY JOURNAL OF COMMERCE 3323910 E6AA.RFQ ADVERTISEMENT a E6AA.RFQ Advertisement Q 112.000.68.595.33.41.00 476.0( c Total : 476.0( N 225139 4/20/2017 064531 DINES, JEANNIE 17-3759 CITY COUNCIL MINUTES 04/11/201 , ti 04/11/2017 CITY COUNCIL MEETIN( r c 001.000.25.514.30.41.00 241.4( It Total : 241.4( N Y 225140 4/20/2017 073772 DIRECT MATTERS 54668 COURT FORMS J&S PG 1 U COURT FORMS J&S PG 1 E 001.000.23.512.50.31.00 567.5< 54669 COURT FORMS J&S PG 2 COURT FORMS J&S PG 2 a0i 001.000.23.512.50.31.00 583.7E E U R .r r Q Page: 7 Packet Pg. 29 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225140 4/20/2017 073772 073772 DIRECT MATTERS 225141 4/20/2017 007675 EDMONDS AUTO PARTS Voucher List City of Edmonds Invoice (Continued) 1-71527 1-71528 225142 4/20/2017 074302 EDMONDS HARDWARE & PAINT LLC 002121 225143 4/20/2017 008550 EDMONDS SCHOOL DISTRICT #15 PLN20160029 225144 4/20/2017 038500 EDMONDS SENIOR CENTER 225145 4/20/2017 008705 EDMONDS WATER DIVISION 2017-04-01 1-00575 1-00655 1-00825 1-00875 PO # Description/Account Tota YOST POOL POWER BELTS YOST POOL POWER BELTS 125.000.64.576.80.31.00 YOST POOL VACUUM GAUGE, PU YOST POOL VACUUM GAUGE, PU 125.000.64.576.80.31.00 Tota PM: PAINT MINI PARK FLOORS PM: PAINT MINI PARK FLOORS 001.000.64.576.80.31.00 10.3% Sales Tax 001.000.64.576.80.31.00 Tota REFUND: HEARING EXAMINER R Refund: Hearing examiner refund o 001.000.257.620 Tota 04/17 RECREATION SERVICES C 04/17 Recreation Services Contract 001.000.39.569.10.41.00 Tota OLYMPIC BEACH SPRINKLER / M OLYMPIC BEACH SPRINKLER / M 001.000.64.576.80.47.00 LIFT STATION #7 71 W DAYTON S LIFT STATION #7 71 W DAYTON S 423.000.75.535.80.47.10 BRACKETT'S LANDING RESTRO BRACKETT'S LANDING RESTRO 001.000.64.576.80.47.00 SPRINKLER 21 MAIN ST / METER 4.3.a Page: 8 c ca .y 0 a a� Amoun 1,151.3' .L 38.9, mu IV 41 IV a c 61.5E m 100.5( c c� OP 0 L 13.3( ca a 1.3E , 1 : 14.71 w E 0 n f° 156.0( o I : CL 156.0( a Q r F o 0 6,250.0( 1 : 6,250.0( r E" N E 4 0 105.7' Y T T E 44.2E ON ON 672.4E E R .r r Q Page: 8 Packet Pg. 30 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 225145 4/20/2017 008705 EDMONDS WATER DIVISION (Continued) SPRINKLER 21 MAIN ST / METER 11 001.000.64.576.80.47.00 1-00925 LIFT STATION #8 107 RAILROAD AV LIFT STATION #8 107 RAILROAD AV 423.000.75.535.80.47.10 1-01950 LIFT STATION #1 450 SUNSETAVE , LIFT STATION #1 450 SUNSETAVE, 423.000.75.535.80.47.10 1-02125 SUNSET & CASPER SPRINKLER/ M SUNSET & CASPER SPRINKLER/ M 001.000.64.576.80.47.00 1-03710 SPRINKLER 290 MAIN ST / METER SPRINKLER 290 MAIN ST / METER 001.000.64.576.80.47.00 1-03900 SPRINKLER 290 DAYTON ST / METE SPRINKLER 290 DAYTON ST / MET[ 001.000.64.576.80.47.00 1-03950 OLD PUBLIC WORKS (NORTH) 200 OLD PUBLIC WORKS 200 DAYTON 421.000.74.534.80.47.00 1-05125 SPRINKLER 101 2ND AVE N / METE SPRINKLER 101 2ND AVE N / METE 001.000.64.576.80.47.00 1-05285 SPRINKLER 102 W DAYTON ST / MI SPRINKLER 102 W DAYTON ST / MI 001.000.64.576.80.47.00 1-05340 SPRINKLER 190 DAYTON ST / MET[ SPRINKLER 190 DAYTON ST / MET[ 001.000.64.576.80.47.00 1-05350 OLD PUBLIC WORKS (SOUTH) 200 OLD PUBLIC WORKS (SOUTH) 200 421.000.74.534.80.47.00 1-05650 CITY PARK SPRINKLER/ METER 71, CITY PARK SPRINKLER/ METER 71, 001.000.64.576.80.47.00 4.3.a Page: 9 44.2E m t U 48.0 4- a� c m 44.2E c� 0 44.2E j, a E 44.2E 4- 0 44.2E 0 a Q. 641.0E Q r 0 0 44.2E ti r 0 44.2E N 0 N Y 44.2E E 94.6z c m E 44.2E R .r r Q Page: 9 Packet Pg. 31 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225145 4/20/2017 008705 EDMONDS WATER DIVISION Voucher List City of Edmonds Invoice PO # Description/Account (Continued) 1-05675 CITY PARK MAINTENANCE SHOP / CITY PARK MAINTENANCE SHOP / 001.000.64.576.80.47.00 1-05700 SPRINKLER @ 3RD/PINE / METER SPRINKLER @ 3RD/PINE / METER 001.000.64.576.80.47.00 1-05705 LIFT STATION #6 100 PINE ST / MEl LIFT STATION #6 100 PINE ST / MEl 423.000.75.535.80.47.10 1-09650 SPRINKLER 350 MAIN ST / METER i SPRINKLER 350 MAIN ST / METER i 001.000.64.576.80.47.00 1-09800 SPRINKLER 390 DAYTON ST / METE SPRINKLER 390 DAYTON ST / METE 001.000.64.576.80.47.00 1-10778 FOUNTAIN 490 MAIN ST/METER 75' FOUNTAIN 490 MAIN ST/METER 75' 001.000.64.576.80.47.00 1-10780 SPRINKLER 500 MAIN ST/ METER SPRINKLER 500 MAIN ST / METER 001.000.64.576.80.47.00 1-13975 CITY HALL 121 5TH AVE N / METER CITY HALL 121 5TH AVE N / METER 001.000.66.518.30.47.00 1-16130 SPRINKLER 439 5TH AVE S / METEI SPRINKLER 439 5TH AVE S / METEI 001.000.64.576.80.47.00 1-16300 SPRINKLER 500 DAYTON ST / MET[ SPRINKLER 500 DAYTON ST / MET[ 001.000.64.576.80.47.00 1-16420 LOG CABIN SPRINKLER / METER 6' LOG CABIN SPRINKLER / METER 6' 001.000.64.576.80.47.00 1-16450 CENTENNIAL PLAZA SPRINKLER 1 CENTENNIAL PLAZA SPRINKLER 1 4.3.a Page: 10 N 709.6E t U 4- 44.2E m 93.9( 0 44.2E a E 44.2E 4- 0 44.2: o L a Q. Q 44.2E r 0 0 633.2, ti r 0 N 44.2: c N Y 44.2E E Page: 10 Packet Pg. 32 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225145 4/20/2017 008705 EDMONDS WATER DIVISION 225146 225147 4/20/2017 009350 EVERETT DAILY HERALD 4/20/2017 066378 FASTENAL COMPANY Voucher List City of Edmonds Invoice (Continued) 1-16630 1-17475 1-19950 1-36255 EDH750666 EDH752032 WAMOU43570 WAMOU43789 PO # Description/Account 001.000.64.576.80.47.00 SPRINKLER 575 MAIN ST / METE SPRINKLER 575 MAIN ST / METE 001.000.64.576.80.47.00 SPRINKLER 590 DAYTON ST / ME SPRINKLER 590 DAYTON ST / ME 001.000.64.576.80.47.00 PINE STREET PLAYFIELD / METE PINE STREET PLAYFIELD / METE 001.000.64.576.80.47.00 SPRINKLER 1141 9TH AVE S / ME SPRINKLER 1141 9TH AVE S / ME 001.000.64.576.80.47.00 E6AA.RFQ ADVERTISEMENT E6AA.RFQ Advertisement 112.000.68.595.33.41.00 CITY ORDINANCE 4064 CITY ORDINANCE 4064 001.000.25.514.30.41.40 FLEET SHOP SUPPLIES Fleet Shop Supplies 511.000.77.548.68.31.10 9.8% Sales Tax 511.000.77.548.68.31.10 SEWER - PARTS Sewer - Parts 423.000.75.535.80.31.00 9.8% Sales Tax 423.000.75.535.80.31.00 Tota Tota Tota 4.3.a Page: 11 R R TE c ca .y 0 a a� Amoun m L 52.0( N � m 44.2E U TE 4- TI 0 c 44.2E R � R � c� 85.7� o TE f° a 44.2E E 1: 4,065.8E 4- 0 to 209.81 c L a 0. Q 22.3( 232.2( o 0 N E 15.1( 'M a 1.4E c 1 : 25.7$ t R .r r Q Page: 11 Packet Pg. 33 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 225148 4/20/2017 011900 FRONTIER 425-712-0417 TELEMETRY CIRCUIT LINE TELEMETRY CIRCUIT LINE 421.000.74.534.80.42.00 TELEMETRY CIRCUIT LINE 423.000.75.535.80.42.00 425-712-8251 PUBLIC WORKS OMC ALARM, FAX, PUBLIC WORKS OMC FIRE AND IN' 001.000.65.518.20.42.00 PUBLIC WORKS OMC FIRE AND IN' 421.000.74.534.80.42.00 PUBLIC WORKS OMC FIRE AND IN' 423.000.75.535.80.42.00 PUBLIC WORKS OMC FIRE AND IN' 511.000.77.548.68.42.00 PUBLIC WORKS OMC FIRE AND IN' 111.000.68.542.90.42.00 425-775-2455 CIVIC CENTER ALARM LINES 250 5 CIVIC CENTER FIRE AND INTRUSIC 001.000.66.518.30.42.00 Total: 225149 4/20/2017 075908 GEO TERRA INC 160117-2 IMPERVIOUS SURFACE MAPPING Impervious Surface mapping and Nei 512.000.31.518.88.31.00 Impervious Surface mapping and Nei 421.000.74.534.80.31.00 Impervious Surface mapping and Nei 422.000.72.531.10.31.00 Impervious Surface mapping and Nei 423.000.75.535.80.31.00 Total 225150 4/20/2017 063137 GOODYEAR AUTO SERVICE CENTER 136843 FLEET TIRE INVENTORY (5) WA St Tire Fee 511.000.77.548.68.34.40 10.4% Sales Tax 4.3.a Page: 12 c ca .y 0 a a� Amoun m L_ 33.7( m 33.7E U 4- aD c 16.5: 69.4' c�a 0 69.4' L>% c� a 92.5E 82.6: U w 0 7,000.0( ti 1,000.0( c N 1,000.0( c N Y 1,000.0( 10,000.0( . c� r c m 5.0( E t R .r r Q Page: 12 Packet Pg. 34 vchlist 04/20/2017 9:03:30AM Voucher List City of Edmonds Bank code : usbank Voucher Date Vendor Invoice 225150 4/20/2017 063137 GOODYEAR AUTO SERVICE CENTER (Continued) PO # Description/Account 511.000.77.548.68.34.40 Fleet Tire Inventory (5) 511.000.77.548.68.34.40 4.3.a Page: 13 c ca .y 0 a a� Amoun m L 71.1, N 683.8E a0i Total: 759.9, U 225151 4/20/2017 069733 H B JAEGER COMPANY LLC 183116/1 WATER PARTS a Water Parts c 421.000.74.534.80.31.00 195.2, 9.8% Sales Tax 421.000.74.534.80.31.00 19.1 < _ 184334/1 WATER INVENTORY #573 W-MTRB1 Water Inventory #573 W-MTRBOXAF a 421.000.74.534.80.34.20 1,060.0, #582 W-MTRBOXARM-02-040 E •@ 421.000.74.534.80.34.20 653.6L U Water Parts 0 421.000.74.534.80.31.00 1,186.5( 9.8% Sales Tax 0 421.000.74.534.80.34.20 L 167.9z 0- 9.8% Sales Tax Q' Q 421.000.74.534.80.31.00 116.2E Total : r 3,398.75 c N 225152 4/20/2017 068499 HARDWICK, ALAN HARDWICK 3-17 HARDWICK PER DIEM - BACKGROI ., PER DIEM FOR BACKGROUND INV ti r 001.000.41.521.40.43.00 224.0( N Total : 224.0( c 225153 4/20/2017 012900 HARRIS FORD INC 169961 UNIT 35 - PARTS N Unit 35 - Parts E 511.000.77.548.68.31.10 68.41 'W 10.4% Sales Tax U 511.000.77.548.68.31.10 7.1, 170008 UNIT 49 - LATCH ASSEMBLIES t Unit 49 - Latch Assemblies R .r r Q Page: 13 Packet Pg. 35 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225153 4/20/2017 012900 HARRIS FORD INC 225154 4/20/2017 072647 HERRERA ENVIRONMENTAL 225155 4/20/2017 064528 HI -LINE ELECTRICAL 225156 4/20/2017 073548 INDOFF INCORPORATED Voucher List City of Edmonds Invoice PO # Description/Account (Continued) 511.000.77.548.68.31.10 10.4% Sales Tax 511.000.77.548.68.31.10 170009 UNIT 35 - PARTS Unit 35 - Parts 511.000.77.548.68.31.10 10.4% Sales Tax 511.000.77.548.68.31.10 170017 UNIT 49 - PARTS Unit 49 - Parts 511.000.77.548.68.31.10 10.4% Sales Tax 511.000.77.548.68.31.10 4.3.a Page: 14 c ca .y 0 a a� Amoun m L 138.9E N 14.4E 0 t U 4- 87.4. m 9.0E c� 0 44.9, j, ca a 4.61 Total : 375.01 'm U 40122 WATERFRONT REDEVELOPMENT 1 0 WATERFRONT REDEVELOPMENT I 125.000.64.576.80.41.00 1,726.6' 0 Total: 1,726.6' a Q 10528697 UNIT E108PO - PARTS Unit E108PO - Parts c 511.100.77.594.48.64.00 304.6� N Freight ., 511.100.77.594.48.64.00 ti 9.4E r 9.8% Sales Tax N 511.100.77.594.48.64.00 30.8( c Total: 344.91, w 2900829 LORELL CERAMIC HEATER U E Lorell Adjustable Thermostat Ceramic 001.000.31.514.23.35.00 41.6� 9.8% Sales Tax 001.000.31.514.23.35.00 4.0( 2940791 OFFICE SUPPLIES - DSD t R .r r a Page: 14 Packet Pg. 36 4.3.a vchlist Voucher List Page: 15 04/20/2017 9:03:30AM City of Edmonds c ca Bank code : usbank a a� Voucher Date Vendor Invoice PO # Description/Account Amoun 225156 4/20/2017 073548 INDOFF INCORPORATED (Continued) L_ Office Supplies - DSD 001.000.62.524.10.31.00 72.1 £ 2942643 LORELL CERAMIC HEATER y Lorell Adjustable Thermostat Ceramic U 001.000.31.514.23.35.00 -41.6£ 9.8% Sales Tax 001.000.31.514.23.35.00 -4.0£ 2943166 COPY PAPER DSD Copy paper DSD ca 001.000.62.524.10.31.00 129.0: o 2943175 OFFICE SUPPLIES - DSD Office Supplies - DSD a 001.000.62.524.10.31.00 124.0E Total: 325.25 225157 4/20/2017 071634 INTEGRATELECOM 768328 C/A768328 0 PR1-1 & 2 City Phone Service 512.000.31.518.88.42.00 917.3E p Tourism Toll free lines 877.775.6929; a 001.000.61.558.70.42.00 8.6( Q Econ Devlpmnt Toll free lines 001.000.61.558.70.42.00 r 8.6( o Total: 0 934.51 v 225158 4/20/2017 014940 INTERSTATE BATTERY SYSTEMS 300-10022673 UNIT P9 - WIPER BLADES ~ r Unit P9 - Wiper Blades N 511.000.77.548.68.31.10 109.5( c 10.3% Sales Tax w 511.000.77.548.68.31.10 11.2E 300-10022919 FLOWER PROGRAM CABLE TIES E FLOWER PROGRAM CABLE TIES 001.000.64.576.81.31.00 119.0( 10.3% Sales Tax c 001.000.64.576.81.31.00 m 12.2f E 300-10022921 PM: BATT CABLE GUARD, HOSE CL R .r r Q Page: 15 Packet Pg. 37 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 225158 4/20/2017 014940 INTERSTATE BATTERY SYSTEMS (Continued) PM: BATT CABLE GUARD, HOSE CL 001.000.64.576.80.31.00 10.3% Sales Tax 001.000.64.576.80.31.00 Total: 225159 4/20/2017 070250 IRON MOUNTAIN 201260743 03-17 OFF SITE DATA STORAGE SE Mar-2017 Off site data storage service 512.000.31.518.88.41.00 Total: 225160 4/20/2017 064934 JOHN BARKER LANDSCAPE 4/15 EBBTIDE WATERFR 4/15/17 EBBTIDE WATERFRONT CC 4/15/17 EBBTIDE WATERFRONT CC 001.000.64.571.21.41.00 Total: 225161 4/20/2017 016600 KROESENS INC 43170 INV#43170 ACCT#1320 - EDMONDS BLACK SX021IIA VEST 001.000.41.521.23.24.00 YOKE-THROAT/COLLAR SX0211A 001.000.41.521.23.24.00 BICEPS SX02111A 001.000.41.521.23.24.00 ID PANELS BLACK POLICE 001.000.41.521.23.24.00 2113MC RIFLE PLATE BLACK 001.000.41.521.23.24.00 10x12 IMPAC HT PLATE BLACK 001.000.41.521.23.24.00 6 PROTECH POUCHES BLACK 001.000.41.521.23.24.00 Freight 001.000.41.521.23.24.00 9.8% Sales Tax 001.000.41.521.23.24.00 4.3.a Page: 16 c ca .y 0 a a� Amoun m L_ 127.2( m 13.1( U 392.3' a� c m 213.11 213.1' o 0 a 3,985.0( . 3,985.0( 4- 0 1,520.0' a Q. 215.0( Q 0 355.0( N 10.0( r 0 N 452.0( 4 0 N 116.0( E 108.0( 'ca 17.0( c m E 273.7' u R .r r Q Page: 16 Packet Pg. 38 vchlist 04/20/2017 9:03:30AM Voucher List City of Edmonds Bank code : usbank Voucher Date Vendor Invoice 225161 4/20/2017 016600 016600 KROESENS INC (Continued) 225162 4/20/2017 068711 LAWN EQUIPMENT SUPPLY 4017-139 225163 4/20/2017 075980 LW PRODUCTS 738970 225164 4/20/2017 074263 LYNNWOOD WINSUPPLY CO 017041 00 225165 4/20/2017 075948 M&M KIDS SPORTS 5506 TENNIS 225166 4/20/2017 075480 MADATH, DONNA 5520 MAKE ART 225167 4/20/2017 075408 MESAROS, THOMAS 031717 14182 PO # Description/Account Tota PM: REACH, PAD, BACKPACK SP PM: REACH, PAD, BACKPACK SP 001.000.64.576.80.31.00 10.3% Sales Tax 001.000.64.576.80.31.00 Tota YOST HATCH REPLACEMENT YOST HATCH REPLACEMENT 125.000.64.594.75.65.00 Tota PM: IRRIGATION SOLAR PANEL K PM: IRRIGATION SOLAR PANEL K 001.000.64.576.80.31.00 9.8% Sales Tax 001.000.64.576.80.31.00 4.3.a Page: 17 c ca .y 0 a a� Amoun 3,066.7, L T3 R/ Y 244.1: 25.1 E I : 269.2i c c� 4,337.1( o 1 : 4,337.1( ca a IT IT 127.2' 4- 0 12.41 > 0 Total: 139.6( a Q. 5506 TENNIS INSTRUCTION Q 5506 TENNIS INSTRUCTION r 001.000.64.571.25.41.00 324.0( c Total : 324.0( ti 5520 MAKE ART TOGETHER INSTR r 5520 MAKE ART TOGETHER INSTR 0 N 001.000.64.571.22.41.00 37.8( c Total : 37.8( Y TRAVEL REIMBURSEMENT E Mesaros, Tom - Travel Reimbursemei 001.000.11.511.60.49.00 26.1 , REIMBURSEMENT FOR EXPENSES r Cash and Carry Food Services - Cow E 001.000.11.511.60.49.00 36.1 r R .r r Q Page: 17 Packet Pg. 39 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225167 4/20/2017 075408 MESAROS, THOMAS 225168 4/20/2017 069053 MICRO COM SYSTEMS LTD Voucher List City of Edmonds Invoice (Continued) ` -1;:1'tl 225169 4/20/2017 020900 MILLERS EQUIP & RENTALL INC 254948 225170 4/20/2017 063777 MUNIMETRIX SYSTEMS CORP 225171 4/20/2017 064570 NATIONAL SAFETY INC 225172 4/20/2017 075539 NATURE INSIGHT CONSULTING 1706003 0461220-IN 7 4.3.a Page: 18 c ca .y 0 a a� PO # Description/Account Amoun m L_ Rental equipment for Council Retreat 001.000.11.511.60.49.00 29.9( 9.8% Sales Tax 001.000.11.511.60.49.00 2.9: U Tota DOCUMENT SCANNING FOR DS Document scanning for DSD 001.000.62.524.10.41.00 Tota SEWER - SEWER CAMERA MICR Sewer - Sewer Camera Microreel R 423.000.75.535.80.45.00 10.3% Sales Tax 423.000.75.535.80.45.00 Tota CLERKS INDEX SOFTWARE SUP CLERKS INDEX SOFTWARE SUP 001.000.25.514.30.48.00 Tota SEWER - SUPPLIES Sewer - Supplies 423.000.75.535.80.31.00 Freight 423.000.75.535.80.31.00 9.8% Sales Tax 423.000.75.535.80.31.00 Tota WILLOW CREEK DAYLIGHTING P Tasks 1 - 4: Parks Project Mgmt an 125.000.64.575.50.41.00 95.1, D a� c � 1,735.3( I: 1,735.3( o 0 A er a 216.0( . U 22.2E o 238.2E � PC PC o a Q. 499.0( Q 1 : 499.0( N c 0 ti r 72.0( o d N 15.5( o N 8.5£ 1 : 96.1� R' r a0i 843.7E E R .r r Q Page: 18 Packet Pg. 40 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225172 4/20/2017 075539 NATURE INSIGHT CONSULTING 225173 4/20/2017 024001 NC MACHINERY 225174 4/20/2017 024302 NELSON PETROLEUM 225175 4/20/2017 075770 NEOFUNDS BY NEOPOST Voucher List City of Edmonds Invoice (Continued) ��Y�I:i:I:7iE't7 0613159-IN 12251158 225176 4/20/2017 064215 NORTHWEST PUMP & EQUIP CO 2792581-00 225177 4/20/2017 063511 OFFICE MAX INC 276964 PO # Description/Account Task 5: Engineering Dept Tasks 422.200.72.594.31.41.00 Tota UNIT 101 - GLASS Unit 101 -Glass 511.000.77.548.68.31.10 10.0% Sales Tax 511.000.77.548.68.31.10 Tota FLEET FILTER INVENTORY Fleet Filter Inventory 511.000.77.548.68.34.40 9.8% Sales Tax 511.000.77.548.68.34.40 Tota 7900044080303286 POSTAGE 03/ POSTAGE ADDED TO MAIL MACH 001.000.25.514.30.42.00 Tota FLEET SHOP SUPPLIES Fleet Shop Supplies 511.000.77.548.68.31.20 Freight 511.000.77.548.68.31.20 9.8% Sales Tax 511.000.77.548.68.31.20 Tota P&RADMIN: TABS, PAPER, CHAL P&RADMIN: TABS, PAPER, CHAL 001.000.64.571.21.31.00 4.3.a Page: 19 m 93.7: I: 937.5( t U 4— a� c 329.1 E 32.9, 1 : 362.0 , o 0 a 25.0E E 2.4E —01 : 27.5'. 1� 0 a a 4,000.0( Q 1 : 4,000.0( c 0 N ti r 538.2E o N 23.6, o N 55.0E 1 : 616.9E 40.3E E R .r r Q Page: 19 Packet Pg. 41 vchlist 04/20/2017 9:03:30AM Voucher List City of Edmonds Bank code : usbank Voucher Date Vendor Invoice 225177 4/20/2017 063511 OFFICE MAX INC (Continued) 225178 4/20/2017 073714 OLBRECHTS & ASSOC PLLC 225179 4/20/2017 072739 O'REILLYAUTO PARTS PO # Description/Account 10.3% Sales Tax 001.000.64.571.21.31.00 Tota 3/2017 HE Services PRO SERV HE - QFC Pro Sery HE - QFC 001.000.62.558.60.41.00 Prof Sery HE - OFC 001.000.25.514.30.41.00 QFC HE PLN20160056 001.000.245.967 Tota 3685-267429 UNIT 71 - HITCH BALL Unit 71 - Hitch Ball 511.000.77.548.68.31.10 9.8% Sales Tax 511.000.77.548.68.31.10 3685-267445 FLEET RETURNS FROM MARCH Fleet Returns from March 511.000.77.548.68.31.10 9.8% Sales Tax 511.000.77.548.68.31.10 3685-270280 UNIT 139 - FILTERS Unit 139 - Filters 511.000.77.548.68.31.10 10.3% Sales Tax 511.000.77.548.68.31.10 RP 3685-269016 FLEET - WIPER BLADE (RETURN) Fleet - Wiper Blade (return) 511.000.77.548.68.31.10 10.3% Sales Tax 511.000.77.548.68.31.10 RP 3685-269022 UNIT 102 - SOCKET Unit 102 - Socket 4.3.a Page: 20 4.1E 1 : 44.5( t U 4- a� c 50.0( 829.5( 0 413.0( ">% I: 1,292.5( a E 12.9� c 0 1.21 c L a 0. Q -8.2, r 0 -0.8' N ti r 20.6E N 0 2.1< Y E 14.0( 12 r 1.4E E t R .r r Q Page: 20 Packet Pg. 42 vchlist 04/20/2017 9:03:30AM Voucher List City of Edmonds Bank code : usbank Voucher Date Vendor Invoice 225179 4/20/2017 072739 O'REILLYAUTO PARTS (Continued) 1:11c%1;:�:1 r'Z�I:ic3 225180 4/20/2017 027060 PACIFIC TOPSOILS 18-Tl006962 18-Tl006974 18-Tl006995 18-Tl007011 2-01004369-01 2-01005296-01 225181 4/20/2017 074422 PARTSMASTER, DIV OF NCH CORP 23132079 PO # Description/Account 511.000.77.548.68.31.10 10.3% Sales Tax 511.000.77.548.68.31.10 FLEET RETURNS Fleet Returns 511.000.77.548.68.31.10 10.3% Sales Tax 511.000.77.548.68.31.10 STORM DUMP FEES Storm Dump Fees 422.000.72.531.10.49.00 STORM DUMP FEES Storm Dump Fees 422.000.72.531.10.49.00 STORM DUMP FEES Storm Dump Fees 422.000.72.531.10.49.00 STORM DUMP FEES Storm Dump Fees 422.000.72.531.10.49.00 PM DAYTON ST: TOPSOIL PM DAYTON ST: TOPSOIL 132.000.64.594.76.65.00 PM: DAYTON ST TOPSOIL PM: DAYTON ST TOPSOIL 132.000.64.594.76.65.00 FLEET - SAW Fleet - Saw 511.000.77.548.68.35.00 Freight 511.000.77.548.68.35.00 Tota Tota 4.3.a Page: 21 c ca .y 0 0- W Amoun m L 19.9E N 2.0( t U 4 -6.8£ c m -0.7' -a 57.9E M 0 a 96.0( E .2 U 120.0( 0 0 96.0( a Q. Q 96.0( o 0 N ti 491.9( r 0 N 4 0 373.1� Y I : 1,273.01 E 149.3E c m E 22.4' R .r r a Page: 21 Packet Pg. 43 vchlist 04/20/2017 9:03:30AM Voucher List City of Edmonds Bank code : usbank Voucher Date Vendor Invoice 225181 4/20/2017 074422 PARTSMASTER, DIV OF NCH CORP (Continued) 225182 4/20/2017 070962 PAULSONS TOWING INC 225183 4/20/2017 028860 PLATT ELECTRIC SUPPLY INC PO # Description/Account 9.8% Sales Tax 511.000.77.548.68.35.00 Tota 113361 INV#113361 - EDMONDS PD TOW 2007 CHRYSLER #BCP7035 001.000.41.521.22.41.00 10.3% Sales Tax 001.000.41.521.22.41.00 113409 INV#113409 - EDMONDS PD TOW 2009 MERCEDES #AZJ4263 001.000.41.521.22.41.00 10.3% Sales Tax 001.000.41.521.22.41.00 Tota L189019 TRAFFIC CONTROL - SIGNAL SU Traffic Control - Signal Supplies 111.000.68.542.64.31.00 9.8% Sales Tax 111.000.68.542.64.31.00 L651499 CITY HALL FINANCE REMODELS City Hall Finance Remodel Supplie 4.3.a Page: 22 s c ca .y 0 a a� Amoun m L_ 16.8z I : 188.6: t U a� c 198.7: 20.4 1 0 159.0( a 16.3E 1 : 394.6( Z w 0 PF 0 411.3: a Q. Q 40.3' UI c � N 47.3( r 4.6z N c N 11.8' E 1.1E 2 E E c m 157.0 1 E t R .r r Q Page: 22 Packet Pg. 44 vchlist 04/20/2017 9:03:30AM Voucher List City of Edmonds Bank code : usbank Voucher Date Vendor Invoice PO # 225183 4/20/2017 028860 028860 PLATT ELECTRIC SUPPLY INC (Continued) 225184 4/20/2017 074342 PROTHMAN COMPANY 2017-5850 225185 225186 225187 225188 4/20/2017 076012 QUALITY FOOD CENTERS 4/20/2017 031600 RELIABLE FLOOR COVERINGS PLN20160056 126346 4/20/2017 066786 RELIABLE SECURITY SOUND & DATA 22240 4/20/2017 064769 ROMAINE ELECTRIC 22241 22242 Description/Account Tota CONSULTING SERVICES FOR FIN Municipal Consulting Services - A D 001.000.31.514.23.41.00 Tota REFUND: HEARING EXAMINER F Refund: Hearing examiner fee dep 001.000.257.620 Tota FAC - STAIR TREAD AND ADHESI FAC - Stair Tread and Adhesive 001.000.66.518.30.31.00 10.3% Sales Tax 001.000.66.518.30.31.00 Tota 4.3.a Page: 23 c ca .y 0 0- W Amoun 673.6, _L A Y e m 3,090.0E mu 1 : 3,090.0E 4- W E a m os 87.0( c 1 : 87.0( c� 0 L VE a 231.0( E 23.8( ,- 1 : 254.8( c� INV#22240 - EDMONDS PD o IMPOUND LOT-YEARLYALARM SY; 0- 001.000.41.521.80.41.00 359.4( Q INV#22241 - EDMONDS PD r EVIDENCE LAB-YEARLYALARM SY 0 001.000.41.521.80.41.00 359.4( INV#22242 - EDMONDS PD ti PROPERTY ROOM -YEARLY ALARM r c 001.000.41.521.80.41.00 359.4( N 5-013147 UNIT 452 - CLUTCH Unit 452 - Clutch 511.000.77.548.68.31.10 10.3% Sales Tax 511.000.77.548.68.31.10 Total : 1,078.2( o r 4.7E a0i Total: 50.9( E t R .r r Q Page: 23 Packet Pg. 45 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225189 4/20/2017 072440 SCORDINO, JOE 225190 4/20/2017 066964 SEATTLE AUTOMOTIVE DIST INC Voucher List City of Edmonds Invoice 8 S3-1745221 S3-1818631 S3-1827221 S3-1842685 S3-1878656 S3-1878959 S3-1879793 4.3.a Page: 24 c ca .y 0 a a� PO # Description/Account Amoun E7FG.REIMBURSEMENT FOR STUC U L_ E7FG.Reimbursement for Students S 001.000.39.554.90.49.00 883.8( Total: 883.8( FLEET RETURNS Fleet Returns 511.000.77.548.68.31.10 9.8% Sales Tax 511.000.77.548.68.31.10 UNIT 125 - PARTS Unit 125 - Parts 511.000.77.548.68.31.10 9.8% Sales Tax 511.000.77.548.68.31.10 UNIT 455 - THERMOSTAT Unit 455 - Thermostat 511.000.77.548.68.31.10 9.8% Sales Tax 511.000.77.548.68.31.10 FLEET - FUEL CAP Fleet - Fuel Cap 511.000.77.548.68.31.10 9.8% Sales Tax 511.000.77.548.68.31.10 UNIT5 454 - COOLING MOTOR Unit5 454 - Cooling motor 511.000.77.548.68.31.10 9.8% Sales Tax 511.000.77.548.68.31.10 FLEET - BRAKE LINING KIT ( RET Fleet - Brake lining kit ( returned) 511.000.77.548.68.31.10 9.8% Sales Tax 511.000.77.548.68.31.10 FLEET BRAKE KITS t U 4- a� c -139.5E -13.61 C 0 92.9' a 9.1' U 4- 0 7.6: 0 0 L 0.7: 0- Q r 39.2( c 3.8( ti r 0 N 46.7: c N Y 4.5E UI E 39.9E c m 3.9, E t R .r r Q Page: 24 Packet Pg. 46 4.3.a vchlist Voucher List Page: 25 04/20/2017 9:03:30AM City of Edmonds c ca Bank code : usbank 0 a� Voucher Date Vendor Invoice PO # Description/Account Amoun 225190 4/20/2017 066964 SEATTLE AUTOMOTIVE DIST INC (Continued) L_ Fleet Brake Kits 511.000.77.548.68.34.40 249.2z 9.8% Sales Tax 511.000.77.548.68.34.40 24.4: U S3-1970728 UNIT 114 - OIL Unit 114 - Oil c 511.000.77.548.68.31.10 37.3, 10.3% Sales Tax 511.000.77.548.68.31.10 3.8: c�a Total: 410.3: o L 225191 4/20/2017 074086 SIGNON 6323 ASL INTERPRETER EDNEY 6Z5100, a ASL INTERPRETER EDNEY 6Z5100i 001.000.23.523.30.41.01 188.3( •� ASL INTERPRETER COOK 7Z43261 6 001.000.23.512.50.41.01 188.3( o Total: 376.6( 0 225192 4/20/2017 074906 SITE WORKSHOP LLC 4531 VETERAN'S PLAZA LANDSCAPE AF a VETERAN'S PLAZA LANDSCAPE AF Q- Q 132.000.64.594.76.41.00 1,081.5( Total: 1,081.5( c 0 225193 4/20/2017 037375 SNO CO PUD NO 1 2004-9683-4 LIFT STATION #10 17526 TALBOT R N LIFT STATION #10 17526 TALBOT R ~ r 423.000.75.535.80.47.10 73.9' N 2007-2302-1 TRAFFIC LIGHT 961 PUGET DR / MI TRAFFIC LIGHT 961 PUGET DR / MI o 111.000.68.542.64.47.00 N 25.4( 2008-6924-6 CIVIC CENTER PLAYFIELD BLEACF E CIVIC CENTER PLAYFIELD BLEACF 001.000.64.576.80.47.00 36.5, 2011-8453-8 HICKMAN PARK HICKMAN PARK t 001.000.64.576.80.47.00 70.9' R .r r Q Page: 25 Packet Pg. 47 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice 225193 4/20/2017 037375 SNO CO PUD NO 1 (Continued) 2013-8327-0 2014-3123-6 2014-3124-4 2014-4175-5 2014-5305-7 2022-8945-0 2025-4064-7 2044-2584-7 2205-4757-4 PO # Description/Account CITY PARK GAZEBO CITY PARK GAZEBO 001.000.64.576.80.47.00 PEDEST CAUTION LIGHT 9110 OLY PEDEST CAUTION LIGHT 9110 OLY 111.000.68.542.64.47.00 PEDEST CAUTION LIGHT 9301 PUC PEDEST CAUTION LIGHT 9301 PUC 111.000.68.542.64.47.00 TRAFFIC LIGHT 21531 HWY 99 / ME TRAFFIC LIGHT 21531 HWY 99 / ME 111.000.68.542.63.47.00 CIVIC CENTER PLAYFIELD LIGHTS CIVIC CENTER PLAYFIELD LIGHTS 001.000.64.576.80.47.00 TRAFFIC LIGHT 21931 HWY 99 / ME TRAFFIC LIGHT 21931 HWY 99 / ME 111.000.68.542.64.47.00 SIERRA PARK IRRIGATION 8100 191 SIERRA PARK IRRIGATION 8100 191 001.000.64.576.80.47.00 LIFT STATION #2 702 MELODY LN / LIFT STATION #2 702 MELODY LN / 423.000.75.535.80.47.10 TRAFFIC LIGHT SR104 @ 236TH S1 TRAFFIC LIGHT SR104 @ 236TH S1 111.000.68.542.63.47.00 Total 225194 4/20/2017 063941 SNO CO SHERIFFS OFFICE 1000434892 INV#1000434892 CUST#SSH00095 - SCSO RANGE USAGE 10 HR 2/27/1 001.000.41.521.40.41.00 SCSO RANGE USAGE 10.5 HR 2/28 001.000.41.521.40.41.00 SCSO .5 OT SAINT-DENIS 2/28/17 4.3.a Page: 26 N 15.7E y t U 4- 15.2 1 m 17.5, 0 180.2: a E 54.2. 4- 0 c� 173.1o L a Q. Q 16.31 r 0 0 105.3z ti r 0 N 60.4� c 845.1! Y E 580.0( r c m 609.0( E t R .r r Q Page: 26 Packet Pg. 48 vchlist 04/20/2017 9:03:30AM Voucher List City of Edmonds Bank code : usbank Voucher Date Vendor Invoice 225194 4/20/2017 063941 SNO CO SHERIFFS OFFICE (Continued) 225195 4/20/2017 065910 SNOCOM 911 COMMUNICATIONS 17-0331-2 225196 4/20/2017 006630 SNOHOMISH COUNTY 225197 4/20/2017 038100 SNO-KING STAMP 225198 4/20/2017 038410 SOUND SAFETY PRODUCTS PO # Description/Account 001.000.41.521.40.41.00 QUARTERLY SERVICES QUARTERLY SERVICES 001.000.39.528.00.51.00 QUARTERLY SERVICES 421.000.74.534.80.51.00 QUARTERLY SERVICES 423.000.75.535.80.51.00 Tota 70229 PARKS MAINT 5005 DUMP FEES PARKS MAINT DUMP FEES 001.000.64.576.80.47.00 FINANCE DUMP FEES 001.000.31.514.23.48.00 ILLEGAL DUMPING 422.000.72.531.10.49.00 Tota 61459 INV#61459 - EDMONDS PD LOCKER MAGNET-STANLEY 001.000.41.521.22.31.00 MAGMATE P ALTES - STANLEY 001.000.41.521.22.31.00 Freight 001.000.41.521.22.31.00 10.3% Sales Tax 001.000.41.521.22.31.00 4.3.a Page: 27 c ca .y 0 a a� Amoun m L 47.4( Total: 1,236.4f Y m t U 244,316.9( m 6,429.3( c c� 6,429.4( o I: 257,175.7E ca a E 462.0( w 0 28.0( 0 5.0( a I : 495.0( Q 0 0 N 4.5( ti r 6.0( N It 2.7E (n 1.3£ E Total : 14.6: 'm U 35025/4 SEWER - WORK JEANS (2) D CRAV Sewer - Work Jeans (2) D Crawford m 423.000.75.535.80.24.00 92.0, t R .r r Q Page: 27 Packet Pg. 49 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225198 4/20/2017 038410 SOUND SAFETY PRODUCTS 225199 4/20/2017 039775 STATE AUDITOR'S OFFICE 225200 4/20/2017 040250 STEUBER DISTRIBUTING 225201 4/20/2017 027269 THE PART WORKS INC Voucher List City of Edmonds Invoice PO # Description/Account (Continued) 10.3% Sales Tax 423.000.75.535.80.24.00 Tota L119194 02-17 AUDIT FEES 02-17 Audit Fees 001.000.39.514.20.51.00 02-17 Audit Fees 111.000.68.543.30.51.00 02-17 Audit Fees 421.000.74.534.80.51.00 02-17 Audit Fees 422.000.72.531.90.51.00 02-17 Audit Fees 423.000.75.535.80.51.00 02-17 Audit Fees 423.000.76.535.80.51.00 02-17 Audit Fees 511.000.77.548.68.51.00 Tota 2835085 PM: TOP 3.5 SVD, FLAT 1 OX20 AN PM: TOP 3.5 SVD, FLAT 1 OX20 AN 001.000.64.576.81.31.00 9.1 % Sales Tax 001.000.64.576.81.31.00 2836517 SEWER - SUPPLIES Sewer - Supplies 423.000.75.535.80.31.00 9.1 % Sales Tax 423.000.75.535.80.31.00 Tota INV11327 YOST POOL VALVE REPLACEME 4.3.a Page: 28 c ca .y 0 a a� Amoun m L_ 9.4E 1 : 101.5( t U 4- W c 162.6( 4.8( cm 0 59.2' c� a 31.7E 83.6� 4- 0 21.9: 0 0 L 8.3E a 1 : 372.4( Q D c D N N1 NT 138.8E ti r 12.6z N 0 N 293.9( cYi E 26.7z f° 1 : 472.11 r c E � R .r r Q Page: 28 Packet Pg. 50 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 225201 4/20/2017 027269 THE PART WORKS INC (Continued) 125.000.64.594.75.65.00 Tota 225202 4/20/2017 072649 THE WIDE FORMAT COMPANY 98819 MAINTENANCE FOR HP PAGEWI Apr-17 Maintenance on HP Pagewi 512.000.31.518.88.48.00 Meter useage 3/1/17 - 3/31/17- 512.000.31.518.88.48.00 10.3% Sales Tax 512.000.31.518.88.48.00 Tota 225203 4/20/2017 075850 TURLEY, DAVE April 2017 WPTA CONFERENCE MILEAGE R Mileage reimbursement for WPTA 001.000.31.514.23.43.00 Tota 225204 4/20/2017 062693 US BANK 1683 PASSPORT MAILING LABELS PASSPORT MAILING LABELS 001.000.23.512.50.42.00 FINAL SHRED FOR COURT 001.000.23.512.50.49.00 1885 INV#1885 04/06/17 - POLICE DEPI FEDEX CHG #16-1599 001.000.41.521.10.42.00 FEDEX CHG #17-4675,3305 001.000.41.521.10.42.00 BAG FEE-BACKGRD INV-SUTTON 001.000.41.521.40.43.00 FEDEX CHG PROPRETY CRIMES- 001.000.41.521.10.42.00 FEDEX CHG #17-1075 001.000.41.521.10.42.00 AIRFARE-BACKGRD INV-HARDWI 001.000.41.521.40.43.00 4.3.a Page: 29 c ca .y 0 a a� Amoun m L_ 1,426.0, 1 : 1,426.01 Y m DE de 175.0( c m 215.1E c c� 40.1 � _ 1 : 430.3 i ca El Q' E 178.6� 1 : 178.6$ c c� 0 a 172.9( 0 57.5� c 0 N 11.5( r 0 16.1z 0 N 25.0( D E 62.1 I 'M 19.0( C E 346.4( R .r r Q Page: 29 Packet Pg. 51 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225204 4/20/2017 062693 US BANK Voucher List City of Edmonds Invoice PO # Description/Account (Continued) FEDEX CHG #17-5519, 5137, 6301 001.000.41.521.10.42.00 FEDEX CHG #16-22034 001.000.41.521.10.42.00 CAR RENTAL-BACKGRD INV-HARD 001.000.41.521.40.43.00 FUEL-BACKGRD INV-HARDWICK 001.000.41.521.40.43.00 LODGING-BACKGRD INV-HARDWIC 001.000.41.521.40.43.00 FUEL FOR NARCS VEHICLE-POFF 104.000.41.521.21.32.00 3048 INV#3048 04/06/17 - THOMPSON - E STERCYCLE-MIN MONTHLY CHAR( 001.000.41.521.80.41.00 UPS CHG-RETURN JACKET -STRUM 001.000.41.521.10.42.00 SHRED 3 TOTES @ $4.65 2/22/17 001.000.41.521.10.41.00 UPS CHG-RETURN GLOVES - STR( 001.000.41.521.10.42.00 UPS CHG-RETURN SHIRTS-SAMPL 001.000.41.521.10.42.00 #10 ENVELOPES -REGULAR 001.000.41.521.10.31.00 #6 3/4 ENVELOPES - REGULAR 001.000.41.521.10.31.00 CANON EOS CAMERA W/FLASH 001.000.41.521.21.35.00 YONGNUO YN-568EX II FLASH 001.000.41.521.21.35.00 NIK TEST KIT - U 001.000.41.521.80.31.00 NIK TEST KIT - L 4.3.a Page: 30 c ca .y 0 a a� Amoun m L_ 13.3, m 15.8E U 4- 268.6' c m 44.0� c� 338.6z o L 40.4( a E 10.3E 4- 0 10.3( 0 L 13.9E a Q 10.1 i r 0 0 9.2E ti r 15.0< o N 7.1c o N 919.0( to OT &:Im Page: 30 Packet Pg. 52 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 225204 4/20/2017 062693 US BANK (Continued) 001.000.41.521.80.31.00 WALL CORK BOARD 001.000.41.521.10.31.00 PENDAFLEX END TAB FOLDERS 001.000.41.521.10.31.00 LITEBOOK RECHG WIHITE LIGHT 001.000.41.521.21.35.00 PERSONAL HEATER/FAN 001.000.41.521.21.35.00 HOT SOLO BISTRO CUPS 001.000.41.521.10.31.00 BATES BOOTS - SHOEMAKE 001.000.41.521.70.24.00 RENEW NOTARY STAMP-COLLIN 4.3.a Page: 31 c ca .y 0 a a� Amoun m L 43.7 1 N 18.6( a0i t U 35.4 1 aD c 249.9E 37.3: c�a S 0 79.51 L>% ca a 88.3( 142.81 U I : 3,352.11 0 D; 0 L 01 a Q. 252.0( Q 1 : 252.0( r O AI o N ti 38.3( r 0 N 3.9: c A w U 121.4z E 12.5' r 1 : 176.2E E t U R .r r a Page: 31 Packet Pg. 53 vchlist 04/20/2017 9:03:30AM Bank code : usbank Voucher Date Vendor 225207 4/20/2017 072627 WEST SAFETY SERVICES INC 225208 4/20/2017 069691 WESTERN SYSTEMS 225209 4/20/2017 072634 WHISTLE W ORKW EAR Voucher List City of Edmonds Invoice PO # Description/Account (Continued) Monthly 911 database maint 512.000.31.518.88.48.00 4.3.a Page: 32 c ca .y 0 a a� Amoun m L_ 100.0( Total: 100.0( am t U 0000032366 95 & SR104 TRAFFIC CALMING - R) Lr- 95 & SR104 Traffic calming - Radio c TR-343448 TR-343449 TR-344839 225210 4/20/2017 075743 WHISTLE WORKWEAR OF SHORELINE 2763 112.000.68.595.33.41.00 3,580.0( 9.8% Sales Tax 112.000.68.595.33.41.00 350.8, cm m Tota BOOT BOOT 001.000.64.576.80.31.00 9.2% Sales Tax 001.000.64.576.80.31.00 RAINBIB, JACKET RAINBIB, JACKET 001.000.64.576.80.31.00 9.2% Sales Tax 001.000.64.576.80.31.00 FAC MAINT - WORK JEANS (5), J Fac Maint - Work Jeans (5), Jacket 001.000.66.518.30.24.00 9.2% Sales Tax 001.000.66.518.30.24.00 Tota WATER/SEWER - WORK WEAR Water/Sewer - Work Wear 421.000.74.534.80.24.00 Water/Sewer - Work Wear 423.000.75.535.80.24.00 9.5% Sales Tax 421.000.74.534.80.24.00 3,930.89 o L a 98.9( E 9.1' —00 112.4E a Q. Q 10.3E AC c 1 N 268.9( r 24.7z N I : 524.6: c N E 386.9 � 'ca 386.9( m E 36.7( R .r r Q Page: 32 Packet Pg. 54 vchlist 04/20/2017 9:03:30AM Voucher List City of Edmonds Bank code : usbank Voucher Date Vendor Invoice 225210 4/20/2017 075743 WHISTLE WORKWEAR OF SHORELINE (Continued) 2771 2772 88 Vouchers for bank code : usbank 88 Vouchers in this report PO # Description/Account 4.3.a Page: 33 c ca .y 0 0- M Amoun m L 9.5% Sales Tax 423.000.75.535.80.24.00 36.7( SEWER - WORK PANTS (5) D LEDE y Sewer - Work Pants (5) D Leder U 423.000.75.535.80.24.00 179.9E 9.5% Sales Tax 423.000.75.535.80.24.00 17.1( SEWER - WORK JEANS (3) D CRAV Sewer - Work Jeans (3) D Crawford ca 423.000.75.535.80.24.00 114.9 0 9.5% Sales Tax 423.000.75.535.80.24.00 10.91 Tota Bank tota Total voucher 1,170.3$ 0 I: 481,430.1, U 4- 0 s : 481,430.1, 0 L Q Q Page: 33 Packet Pg. 55 0 0 N r C d E t V R r Q 4.3.b vchlist 04/13/2017 4:13:44PM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 4132017 4/13/2017 062693 US BANK 1865 SMARTS I GN S/MYDOOR SIGN - PS SmartSigns/MyDoor Sign - PS Namel 001.000.66.518.30.31.00 Build - Charge.com/ Faucet Direct - F 001.000.66.518.30.31.00 Door Closer Svc Co - Treatment Plan 001.000.66.518.30.31.00 Office Max - Fac maint Wall Calendar 001.000.66.518.30.31.00 2519 INV#2519 04/06/17 -POLICE DEPT # LUNCH ACCREDITATION TEAM 3/21� 001.000.41.521.10.31.00 REG. INTERNAL AFFAIRS-MCCLUR 001.000.41.521.40.49.00 REG. RECRUITING - MCCLURE 001.000.41.521.40.49.00 FUEL-BACKGRD INVEST-SWARTZ 001.000.41.521.40.43.00 MEAL-BACKGRND INVEST-SWART; 001.000.41.521.40.43.00 LODGING-BACKGRD INVEST -SWAP 001.000.41.521.40.43.00 MEAL-BACKGRND INVEST-SWART, 001.000.41.521.40.43.00 2674 ENDLESS KLEEN - FLEET SHOP - C Endless Kleen - Fleet Shop - Cleaner 511.000.77.548.68.31.20 WSU Conf Mgmt - Vehicle Maint Mgn 511.000.77.548.68.49.00 WA DOL Unit E146RE Lic Fees 511.100.77.594.48.64.00 Gundies - Unit 49 - Back Doors 511.000.77.548.68.31.10 Right Aid - Fleet Shop Supplies Page: 1 m �3 c R 0 Amoun m 0 w L 19.1E 1,260.4E w U 353.8E m c 15.7. c 0 66.2' c L 225.0( Q. E 225.0( 'ca 4- 21.9c 0 6.7 1 0 a a 272.1( Q 51.0( o N ti 377.0( A v 990.0( c m L 49.7E 3 c 1,861.5( t c� Q Page: 1 Packet Pg. 56 vchlist 04/13/2017 4:13:44PM Bank code : usbank Voucher Date Vendor 4132017 4/13/2017 062693 US BANK Voucher List City of Edmonds Invoice PO # Description/Account (Continued) 511.000.77.548.68.31.20 WA DOL - Unit E140SO - Lic Fees 511.100.77.594.48.64.00 Amazon - Shop Supplies 511.000.77.548.68.31.20 Home Depot - Unit 959 Supplies 511.000.77.548.68.31.10 Amazon - Unit 959 - Supplies 511.000.77.548.68.31.10 Amazon - Unit 959 - Parts 511.000.77.548.68.31.10 3215 INV#3215 04/06/17 - COMPAAN - EC PIZZA FOR SWAT TEAM STANDOFF 001.000.41.521.10.31.00 3314 INV#3314 04/06/17 - LAWLESS - ED REG. 2017 WAPRO TRAINING -HAW 001.000.41.521.40.49.00 2017 WAPRO DUES - HAWLEY 001.000.41.521.11.49.00 HONDA GENERATOR 001.000.41.521.21.35.00 HONDA GENERATOR 001.000.41.521.22.35.00 3355 AMAZON -DRONE Amazon - Drone 422.000.72.531.40.35.00 NPI/RAM Mounts - Mount for Truck IF 422.000.72.531.90.31.00 Monoprice - Charging Supplies for IP: 422.000.72.531.90.31.00 L&I Permits - Elect Work Permit for 111.000.68.542.66.48.00 Monoprice - Car Charger for (Pads 422.000.72.531.90.31.00 4.3.b Page: 2 m L �3 c R Amoun 0 a m 20.8z a� L 49.7E vi 181.2E y 7.6: m c 39.9( 26.5' c�c 0 152.2� Q. E 175.0( 4- 0 25.0( 0 0 L 538.0, a Q 538.0' 0 0 N 1,512.1: ti M 87.4E 0 154.91 �3 79.0( a� 93.30 c� Q Page: 2 Packet Pg. 57 vchlist 04/13/2017 4:13:44PM Bank code : usbank Voucher Date Vendor 4132017 4/13/2017 062693 US BANK Voucher List City of Edmonds Invoice PO # Description/Account (Continued) 3439 AUTOMOTIVE WORKWEAR - WATE Automotive Workwear - Water/Sewer 421.000.74.534.80.24.00 Automotive Workwear - Water/Sewer 423.000.75.535.80.24.00 Keep Filing - Water - Map Books & 421.000.74.534.80.31.00 RACO - Sewer Telemetry - Alarm Sy: 423.000.75.535.80.48.00 4675 4675 PARKS CREDIT CARD COSTCO: SUPPLIES FOR WWU ST 001.000.64.571.21.31.00 AMAZON: GYMNASTICS PRESCHO 001.000.64.571.28.31.00 AMAZON: PRESCHOOL SUPPLIES 001.000.64.571.29.31.00 DISCOUNT SCHOOL SUPPLY: PRE; 001.000.64.571.29.31.00 AMAZON: BATTERIES 001.000.64.571.22.31.00 AMAZON: PRESCHOOL SUPPLIES 001.000.64.571.29.31.00 WALMART: ORGANIZER FOR PREE 001.000.64.571.29.31.00 AMAZON: EXPO FOLDING TABLE V\ 001.000.64.571.22.31.00 FLAGHOUSE: GYMNASTICS SUPPI. 001.000.64.571.28.31.00 AMAZON: EXPO CUPS AND SPIGO' 001.000.64.571.22.31.00 AMAZON: SUPPLIES FOR YOST PC 001.000.64.576.80.31.00 AMAZON: PM: BIRD REPELLENT TA 001.000.64.576.80.31.00 4.3.b Page: 3 m L �3 c R Amoun p a m a� L 79.6: 3 79.6, um U 945.3E m c 771.0( c 23.9( c 7.8: Q. E 6.81 'M 249.3( o ca 17.8< o a a 43.9< Q 16.2, c N 66.9E A 259.8z 4 0 25.9 1 �3 192.8, a� 51.8E t c� Q Page: 3 Packet Pg. 58 vchlist 04/13/2017 4:13:44PM Bank code : usbank Voucher Date Vendor 4132017 4/13/2017 062693 US BANK Voucher List City of Edmonds Invoice PO # Description/Account (Continued) FLAGHOUSE: GYMNASTICS SUPPL 001.000.64.571.28.31.00 HARBOR FREIGHT TOOLS: PM: SH, 001.000.64.576.80.31.00 VISTAPRINT: SAMPLE HAT FOR RA 001.000.64.571.23.24.00 FULL SOURCE: JACKETS FOR RAN 001.000.64.571.23.24.00 NORBERTS ATHLETIC: MATS FOR 001.000.64.571.28.35.00 AMAZON: DSP SUPPLIES 117.100.64.573.20.31.00 FLAGHOUSE: GYMNASTICS SUPPL 001.000.64.571.28.31.00 AMAZON: GYMNASTICS SUPPLIES 001.000.64.571.28.31.00 NORBERTS ATHLETIC: MATS FOR 001.000.64.571.28.31.00 UPS STORE: SEND KEY TO WWU C 001.000.64.571.21.49.00 L&I: ELECTRICAL PERMIT DAYTON 132.000.64.594.76.65.00 5179 TRAINING, CONFERENCE REGISTF Newegg.com - ORICO Aluminum 7 p( 512.000.31.518.88.35.00 ACCIS - 2017 Spring Conference 512.000.31.518.88.49.00 Newegg.com - ASUS VE228H 21.5" l 001.000.67.518.21.35.00 Travelocity Travel Protection for B 512.000.31.518.88.43.00 Alaska Airlines - Airfare for B Tuley 512.000.31.518.88.43.00 Alaska Airlines - Airfare for K Stevens 4.3.b Page: 4 m L �3 c R Amoun Np a m 94.8< �a 181.0: Y U a� 30.5 1 U 102.9E c m 2,000.0( 23.8, c L 349.1( Q. E 63.5E 'M 141.6z o 9.2E o a a 79.0( Q 0 0 29.9� ti 500.0( M v 144.91 o m L 38.0( 3 c 146.4( t c� Q Page: 4 Packet Pg. 59 vchlist 04/13/2017 4:13:44PM Bank code : usbank Voucher Date Vendor 4132017 4/13/2017 062693 US BANK Voucher List City of Edmonds Invoice PO # Description/Account (Continued) 512.000.31.518.88.43.00 Amazon - Philips BDM4350UC 43" IP 001.000.62.558.60.35.00 Newegg.com - ASUS VE228H 21.5" l 512.000.31.518.88.35.00 Newegg.com - Kingston ValueRAM 81 512.000.31.518.88.35.00 Newegg.com - ORICO M31-14 High Sr 512.000.31.518.88.35.00 Newegg.com - StarTech CDP2HDUC 512.000.31.518.88.35.00 Newegg.com - Plugable Thunderbolt 512.000.31.518.88.35.00 Newegg.com - Samsung 850EVO 251 512.000.31.518.88.35.00 Newegg.com - Intel NUC BOXNUC61! 512.000.31.518.88.35.00 CSI-CSA- Certified Information Syste 512.000.31.518.88.49.00 Newegg.com - Intel NUC BOXNUC61! 001.000.41.521.11.35.00 Newegg.com - ORICO M31-14 High Sr 001.000.41.521.11.35.00 Monoprice - FLEXboot Series Cat5e 512.000.31.518.88.31.00 BulkRegister.com - 512.000.31.518.88.49.00 RSJoomla - 12 month subscription 512.000.31.518.88.49.00 Newegg.com - Intel NUC BOXNUC61! 512.000.31.518.88.35.00 5923 SUPPLIES, REFRESHMENTS, REGI Lodging for Doherty while attending 001.000.61.558.70.43.00 4.3.b Page: 5 m L �3 c R Amoun p a m 146.4( U a) L 878.3E 3 vi 974.81 QO) U 314.9E m c 72.9E 169.2( M 0 105.4, L>% M Om 596.9z E 843.9E 4- 0 1,000.0( 0 L 740.9E a Q 14.9� 0 0 136.6� ti 32.3. M v 73.8E o m L 895.9E 3 c a� 116.1, t c� Q Page: 5 Packet Pg. 60 vchlist 04/13/2017 4:13:44PM Bank code : usbank Voucher Date Vendor 4132017 4/13/2017 062693 US BANK Voucher List City of Edmonds Invoice PO # Description/Account (Continued) Off iceSpace listing on website for 001.000.61.558.70.41.00 Registration for Doherty and Hiatt to 001.000.61.558.70.49.00 Registration for Catha and Koenig to 140.000.61.558.70.49.00 Mailing charge to mail color samples 001.000.61.557.20.42.00 Supplies and refreshments for home 001.000.61.558.70.49.00 Diversity Commission event "Your Voi 001.000.61.557.20.49.00 Advertising for Diversity Commission 001.000.61.557.20.41.40 6254 6254 PARKS CR CARD EDMONDS DEV SERVICES: PERMI' 001.000.64.571.21.41.00 ALASKAAIR: HITE AIRFARE TO NRI 001.000.64.571.21.43.00 QFC: FOOD FOR MTG 001.000.64.571.21.31.00 7000 VISA BILL-SHANE HOPE Parking on: 3/9, 3/14, 3/16 and 3/28 001.000.62.524.10.43.00 AirFare for Shane, to/from APA NAtl 001.000.62.524.10.43.00 7483 LUNCH MEETING MAYOR/COUNCIL Lunch meeting Mayor/Council Presid( 001.000.21.513.10.49.00 8017 ENG CREDIT CARD MARCH 2O17 E1CA.Construction Meeting Mailer 112.000.68.595.33.41.00 MRSC 2017 Renewal 001.000.67.518.21.49.00 4.3.b Page: 6 m L �3 c R Amoun p a m 100.0( �a 150.0( Y U W 150.0( U 6.6E c m 29.7( 32.2 1 c L 40.0( Q. E M 690.1( 6 4- 0 362.4( > 0 L 17.1E a Q 26.0( c N 474.4( ti M 33.1 1 o m L 3 896.2, a� 360.0( c� Q Page: 6 Packet Pg. 61 vchlist 04/13/2017 4:13:44PM Bank code : usbank Voucher Date Vendor 4132017 4/13/2017 062693 US BANK 1 Vouchers for bank code : usbank 1 Vouchers in this report Voucher List City of Edmonds Invoice PO # Description/Account (Continued) 8296 2017 WPTA MEMBERSHIP S JAM 4.3.b Page: 7 E� A m L •3 c R Amoun Np a m � a� L 40.0( 3 vi U aD 90.0( 90.0( m 90.0( c 150.0( c 90.0( Q. El E AN M 300.0( 6 S o 75.0( ca I: 27,658.3, L a 1 : 27,658.3, Q s : 27,658.3, c 0 N Page: 7 Packet Pg. 62 ti A 4 O d L 3 c as E c� a 4.3.c vchlist 04/17/2017 3:30:35PM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 4172017 4/17/2017 062693 US BANK 0781 US BANK COUNCIL CREDIT CARD Book - "Mastering Council Meetings" 001.000.11.511.60.31.00 WSLCB - Banquet Permit 001.000.11.511.60.49.00 Sno. Co. Cities & Towns Membership 001.000.11.511.60.49.00 Pacific NW Catering - Lunch Delivery 001.000.11.511.60.49.00 QFC - Retreat Food/Drink 001.000.11.511.60.49.00 QFC - Supplies for Council Retreat 001.000.11.511.60.49.00 Office Max - Office Supplies for 001.000.11.511.60.31.00 Starbucks - City Council Retreat CoffE 001.000.11.511.60.49.00 OFC - Council Retreat Food 001.000.11.511.60.49.00 0781 US BANK COUNCIL CREDIT CARD Rusty Pelican - Council Office Supplie 001.000.11.511.60.31.00 Paypal - Housing Consortium of Ever, 001.000.11.511.60.49.00 CNU - Registration Fee for Congress 001.000.11.511.60.49.00 US Bank - Late Fee on Credit Card 001.000.11.511.60.49.00 0781 2017 MEMBERSHIP MEETING CREI Credit on acct March 2017 Membersl^ 001.000.11.511.60.49.00 0781 US BANK COUNCIL CREDIT CARD March 2017 Membership Meeting 001.000.11.511.60.49.00 Page: 1 m �3 13 c R 0 Amoun m 0 W L 20.8E 11.0( (D U 140.0( m c 595.3� c 29.2E 0 0 18.2� L>% 0 a 195.E 1 E 81.8( 4- 0 128.9z > 0 a a 17.2z Q 30.0( o N 625.0( ti 12.2' v 0 m L -35.0( 3 c a� E 35.0( c� Q Page: 1 Packet Pg. 63 vchlist 04/17/2017 3:30:35PM Bank code : usbank Voucher Date Vendor 4172017 4/17/2017 062693 US BANK Voucher List City of Edmonds Invoice PO # (Continued) 4697 4697 !In s Description/Account Pacific Northwest Catering 001.000.11.511.60.49.00 Office Max 001.000.11.511.60.31.00 SOUTH SNOHOMISH COUNTY CE Dr. Gary Goldbaum retirement 001.000.21.513.10.49.00 SCC March Dinner Meeting -- Shan 001.000.62.524.10.49.00 SCC March Dinner Meeting -- Mayo 001.000.21.513.10.49.00 Xerox poster paper for ESCC 138.100.21.557.21.31.00 electric stapler 001.000.21.513.10.31.00 South Snohomish Cty CEO roundta 001.000.21.513.10.49.00 5x8 legal pads 001.000.21.513.10.31.00 4.3.c Page: 2 m L �3 c R Amoun p a m 346.1 £ �a 21.6E Y C U aW U 27.31 e c 35.0( r 35.0( M 0 55.7E L>% 0 om 32.9E E bI M 129.2z 4- 0 9.0( > 0 L 5.4E a Q 001.000.21.513.10.31.00 0.8� SCC MARCH DINNER MEETING CR o 0 SCC March Dinner Meeting N 001.000.62.524.10.49.00 -35.0( ti SCC March Dinner Meeting ti 001.000.21.513.10.49.00 INV#9821 04/06/17-GREENMUN - E o DONUTS FOR 3/13/17 TRAINING CL L 001.000.41.521.40.31.00 9.9� 3 PORTABLE RADIO BATTERIES 001.000.41.521.22.31.00 868.7, DCABLES NIKON COOLPIX CABLE: c� Q Page: 2 Packet Pg. 64 vchlist 04/17/2017 3:30:35PM Bank code : usbank Voucher Date Vendor 4172017 4/17/2017 062693 US BANK Voucher List City of Edmonds Invoice PO # Description/Account (Continued) 001.000.41.521.22.31.00 ASP 21" EXPANDABLE BATON 001.000.41.521.22.31.00 ASP 26" EXPANDABLE BATON 001.000.41.521.22.31.00 FOOD FOR 3/14/17 TRAINING CLAr 001.000.41.521.40.31.00 COFFEE FOR 3/13/17 TRAINING CL 001.000.41.521.40.31.00 COFFEE FOR 3/14/17 TRAINING CL 001.000.41.521.40.31.00 FOOD FOR 3/16/17 TRAINING CLAE 001.000.41.521.40.31.00 DONUTS FOR 3/17/17 TRAINING CL 001.000.41.521.40.31.00 COFFEE FOR 3/16/17 TRAINING CL 001.000.41.521.40.31.00 COFFEE FOR 3/17/17 TRAINING CL 001.000.41.521.40.31.00 REG. FTO STATE CONF - D. SMITH 001.000.41.521.40.49.00 REG. BACKGRD INVEST-SWARTZ 001.000.41.521.40.49.00 MOUTHGUARD(SAUNDERS) 001.000.41.521.40.31.00 RASHGUARD SHIRT (SUANDERS) 001.000.41.521.40.31.00 L/S SHIRT (SAUNDERS) 001.000.41.521.40.31.00 WRESTLING SHOES (SAUNDERS) 001.000.41.521.40.31.00 TEXTBOOK: TRAFFIC COLL (STRUP 001.000.41.521.40.31.00 MECHANIX GLOVES (SMALL) 4.3.c Page: 3 m L �3 c R Amoun p CL m 29.0' U w L 235.3E 3 vi 246.50 y U 15.9£ m c 17.5' 17.5' M 0 14.4( L>% 0 Q. 9.9£ E 17.5' 4- 0 17.5' > 0 L 130.0( a Q 299.0( 0 0 21.8� ti 35.0z ti v 54.7z o m L 68.9� 3 c 98.9< t c� Q Page: 3 Packet Pg. 65 vchlist 04/17/2017 3:30:35PM Bank code : usbank Voucher Date Vendor 4172017 4/17/2017 062693 US BANK Voucher List City of Edmonds Invoice PO # Description/Account (Continued) 001.000.41.521.40.31.00 MECHANIX GLOVES (MEDIUM) 001.000.41.521.40.31.00 MECHANIX GLOVES (XL) 001.000.41.521.40.31.00 OTTERBOX HOLSTER FOR IPHONE 001.000.41.521.40.31.00 ACRYLIC SIGN HOLDER 001.000.41.521.40.31.00 DANNER PATROL BOOTS (SAUNDE 001.000.41.521.22.24.00 511 PATROL RAIN PANTS (SAUNDE 001.000.41.521.22.24.00 GRIP SQUEEZE BALL (SAUNDERS) 001.000.41.521.22.24.00 MOCK TURTLENECK SHIRT (SAUNI 001.000.41.521.22.24.00 DISPLAYS -SIGN HOLDER (TRAININ 001.000.41.521.40.31.00 TLO SEARCHES MARCH 2O17 001.000.41.521.21.41.00 MASE CASES (SAUNDERS + INVEN 001.000.41.521.22.24.00 SWIVEL RADIO HOLDER (SAUNDEI 001.000.41.521.22.24.00 21" BATON HOLDER (SAUNDERS + 001.000.41.521.22.24.00 26" BATON HOLDER (INVENTORY) 001.000.41.521.22.24.00 FLASHLIGHT RING (SAUNDERS + II 001.000.41.521.22.24.00 4-PACK KEEPERS (INVENTORY) 001.000.41.521.22.24.00 MAG POUCH (SAUNDERS + INVEN_ 4.3.c Page: 4 m L �3 c R Amoun p a m 15.8( U w L 23.21 vi 23.21 y U 19.9£ m c 192.3, (D 201.9' M 0 106.5z L>% 0 Q. 9.3, E 19.9� 4- 0 100.2( > 0 L 57.0( a Q 120.0( 0 0 68.0( ti 72.0( ti v 36.0( o m L 33.0( 3 c 16.0( t c� Q Page: 4 Packet Pg. 66 vchlist 04/17/2017 3:30:35PM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 4172017 4/17/2017 062693 US BANK (Continued) 001.000.41.521.22.24.00 STREET/ROAD MAP OF EDMOND 001.000.41.521.40.31.00 DANNER PATROL BOOTS (SAUN 001.000.41.521.22.24.00 9821 RETURNED BOOTS DANNER PATROL BOOTS (SAUN 001.000.41.521.22.24.00 G DANNER PATROL BOOTS (SAUN 001.000.41.521.22.24.00 G DISPLAYS -SIGN HOLDER (TRAINI 001.000.41.521.40.31.00 Tota 1 Vouchers for bank code : usbank Bank tota 1 Vouchers in this report Total voucher 4.3.c Page: 5 m L 3 c R Amoun 0 a m 105.0( S 27.9E 3 D E 374.9E DE r -201.9' DE m -374.9( N -100.2E c I: 5,688.5( I: 5,688.5( s : 5,688.5( 4- 0 Page: 5 Packet Pg. 67 0 L Q Q El 0 0 N ti ti 4 O d L 3 c as E c� a 4.3.d vchlist 04/18/2017 1:32:33PM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 4182017 4/18/2017 062693 US BANK 3535 STAPLES/ COASTWIDE- OUTSTA Staples/ Coastwide- Outstanding in 001.000.66.518.30.31.00 Half Price Banners - Recycle Bann 421.000.74.537.90.49.00 Office Depot - Water - IPad protecto 421.000.74.534.80.31.00 FedEx - Sewer - TV Camera Shippi 423.000.75.535.80.42.00 Gutter King - FAC - Downspout 001.000.66.518.30.31.00 Tota 1 Vouchers for bank code : usbank Bank tota 1 Vouchers in this report Total voucher Page: m �3 c R 0 Amoun m N[ 0 M VC L 158.5: er Y 189.1' (D r 38.3 nC 145.31 M c 21.4' 0 I : 552.8' 0 L 1 : 552.8' Q. s : 552.8' . 0 4- 0 Page: 1 Packet Pg. 68 4.3.e vchlist 04/19/2017 3:47:51 PM Bank code : usbank Voucher List City of Edmonds Voucher Date Vendor Invoice PO # Description/Account 4192017 4/19/2017 062693 US BANK 5593 WAPRO, RECORDING & AMAZON 2017 WAPRO SPRING TRAINING F( 001.000.25.514.30.49.00 SNOHOMISH COUNTY RECORDINC 001.000.25.514.30.49.00 SNOHOMISH COUNTY RECORDINC 001.000.25.514.30.49.00 SNOHOMISH COUNTY RECORDINC 001.000.25.514.30.49.00 SNOHOMISH COUNTY RECORDINC 001.000.25.514.30.49.00 AMAZON - WIRELESS VERTICAL El 001.000.25.514.30.31.00 SNOHOMISH COUNTY RECORDINC 001.000.25.514.30.49.00 8083 OFFICE SUPPLIES - DSD Office supplies - DSD 001.000.62.524.10.31.00 Brad Shipley - Adobe Creative Cloud 001.000.62.558.60.41.00 Deposit for Bavarian Lodge - Waylan( 001.000.62.524.20.43.00 Wayland Conference WAPT 001.000.62.524.20.49.00 Wayland - WAPT membership fees 001.000.62.524.20.49.00 Registration: WABO Spring business 001.000.62.524.20.49.00 Total 1 Vouchers for bank code : usbank Bank total 1 Vouchers in this report Total vouchers Page: 1 m �3 c R 0 Amoun m 0 a) L 175.0( 315.0( (D U 318.0( m c 81.0( c 316.0( 0 0 31.01 >`, 0 Q. 3.5( E 4" 461.5E 0 54.8c o a a 284.71 Q 150.0( o N 35.0( a6 60.0( v 2,285.7E c m L 2,285.7! 3 Page: 1 Packet Pg. 69 4.3.e vchlist 04/19/2017 3:47:51 PM Bank code : usbank Voucher Date Vendor Voucher List City of Edmonds Invoice PO # Description/Account Page: 2 Amoun Page: 2 Packet Pg. 70 m L �3 c R 0 a m 0 w L T3 U w M U r 0 L Q E M 0 4- 0 0 L Q Q Q r 0 0 N 4.3.f PROJECT NUMBERS (By Project Title) Project Engineerin 1) Accounting Project E Funding Protect Title Number Number STM 12th Ave & Sierra Stormwater System Improvements c484 E51FE ° L STR 15th St. SW Walkway (Edmonds Way to 8th Ave) c424 E3DC 3 STM 183rd PI SW Storm Repairs c491 E61FE SWR 2013 Sanitary Sewer Pipe Rehabilitation c390 E2GB r o a SWR 2013 Sewerline Replacement Project c398 E3GA STR 2014 Chip Seals c451 E4CB i STM 2014 Drainage Improvements c433 E41FA 73 STM 2014 Lake Ballinger Associated Projects c436 E4FD ui a z STR 2014 Overlay Program c438 E4CA u WTR 2014 Waterline Overlays c452 E4CC STM 2015 Citywide Drainage Improvements/Rehab Projects c466 E51FA m STR 2015 Overlay Program c463 E5CA c SWR 2015 Sewerline Overlays i007 E5CC ° ° SWR 2015 Sewerline Replacement Project c441 E4GA Q' E STR 2015 Traffic Calming c471 E5AB WTR 2015 Waterline Overlays c475 E5CB o WTR 2015 Waterline Replacement Program c440 E4JB 0 STR 2016 Curb Ramp Upgrades i016 E613C a STR 2016 Overlay Program i008 E6CA a SWR 2016 Sanitary Sewer Replacement Projects c469 E5GA c N SWR 2016 Sewerline Overlays i010 E6CC WTR 2016 Water Comp Plan Update c460 E4JC N WTR 2016 Waterline Overlays i009 E6CB o U) WTR 2016 Waterline Replacement Projects c468 E5JA STR 2017 Curb Ramp Upgrades i022 E7DA z STR 2017 Minor Sidewalk Program i023 E7DB o a STR 2017 Overlay Program i018 E7CA a� N SWR 2017 Sanitary Sewer Replacement Project i013 E6GA 21 SWR 2017 Sewerline Overlays i020 E7CC r STR 2017 Traffic Calming i021 E7AA L WTR 2017 Waterline Overlays i019 E7CB LL WTR 2017 Waterline Replacement Projects i014 E6J13 E SWR 2018/19 Sewerline Replacement Project c492 E6GC z u WTR 2018/19 Waterline Replacement Project c493 E6JC r Q Revised 4/20/2017 Packet Pg. 71 4.3.f PROJECT NUMBERS (By Project Title) Project Engineerin 1) Accounting Project E Funding Protect Title Number Number STR 220th Street Overlay Project c462 E4CD ° L STM 224th & 98th Drainage Improvements c486 E6FB 3 WTR 224th Waterline Relocation (2013) c418 E3J13 c STR 228th St. SW Corridor Improvements i005 E7AC r o a STR 236th St. SW Walkway (Edmonds Way to Madrona School) c425 E3DD STR 238th St. SW Walkway (100th Ave to 104th Ave) c423 E3DB i STR 238th St. SW Walkway (Edmonds Way to Hwy 99) c485 E6DA STM 3rd Ave Rain Gardens i012 E6FC ui z STR 76th Ave W at 212th St SW Intersection Improvements c368 E1 CA STR 9th Avenue Improvement Project c392 E2AB FAC AN Upgrades - Council Chambers c476 E5LA m STR ADA Curb Ramp Upgrades along 3rd Ave S c426 E3DE c STR ADA Transition Plan s016 E6DB ° ° STR Bikelink Project c474 E5DA Q' E PRK City Spray Park c417 E4MA SWR Citywide CIPP Sewer Rehab Phase I c456 E4GB o SWR Citywide CIPP Sewer Rehab Phase II c488 E6GB > 0 STR Citywide Protected/Permissive Traffic Signal Conversion i015 E6AB a WTR Dayton St. Utility Replacement Project (3rd Ave to 9th Ave) c482 E5J13 a STM Dayton Street & SR104 Storm Drainage Alternatives c374 E1 FM o N PM Dayton Street Plaza c276 E7MA STM Dayton Street Storm Improvements (6th Ave - 8th Ave) c472 E5FC N STM Dayton Street Stormwater Pump Station c455 E4FE o U) FAC Edmonds Fishing Pier Rehab c443 E4MB STM Edmonds Marsh Feasibility Study c380 E2FC z General Edmonds Waterfront Access Analysis c478 E5DB o IL FAC ESCO III Project c419 E3LB a� N PRK FAC Band Shell Replacement c477 E6MB 21 WTR Five Corners Reservoir Re -coating c473 E5KA r STR Five Corners Roundabout (212th Street SW @ 84th Avenue W) c342 E1AA L PM Fourth Avenue Cultural Corridor c282 E8MA U_ STR Hwy 99 Access Management Improvements s014 E6AA E STR Hwy 99 Enhancements (Phase III) c405 E2AD z um SWR Lake Ballinger Trunk Sewer Study s011 E5GB r Q Revised 4/20/2017 Packet Pg. 72 4.3.f PROJECT NUMBERS (By Project Title) Project Engineerin 1) Accounting Project E Funding Protect Title Number Number STM LID Retrofits Perrinville Creek Basin c434 E4FB ° m L SW R Lift Station #1 Basin & Flow Study c461 E4GC 3 STR Minor Sidewalk Program i017 E6DD STM North Talbot Road Drainage Improvements c378 E21FA r o a STM Northstream Culvert Repair Under Puget Drive i011 E61FA STM Northstream Pipe Abandonment on Puget Drive c410 E3FE i STM NPDES (Students Saving Salmon) m013 E7FG STM OVD Slope Repair & Stabilization m105 E7FA ui a z STM Perrinville Creek Culvert Replacement c376 E1 FN u STM Perrinville Creek Stormwater Flow Reduction Retrofit Study c408 E3FC FAC Public Safety Controls System Upgrades c444 E4LA m STM Seaview Park Infiltration Facility c479 E5FD c WWTP Sewer Outfall Groundwater Monitoring c446 E4HA ° ° STR SR104 Corridor Transportation Study c427 E3AB Q' E STR SR104/City Park Mid -Block Crossing c454 E4DB UTILITIES Standard Details Updates solo E5NA 0 STM Storm Drain Improvements @ 9510 232nd St. SW c495 E7FB > 0 STM Storm Drainage Improvements - 88th & 194th c429 E3FG a STM Stormwater Comp Plan Update s017 E6FD a STR Sunset Walkway Improvements c354 E1 DA c N STM SW Edmonds Basin #3-238th St. SW to Hickman Park Infiltration System c379 E2FB STM SW Edmonds-1 05th/l 06th Ave W Storm Improvements c430 E3FH N STR Trackside Warning System c470 E5AA o STR Train Trench - Concept c453 E4DA m STR Transportation Plan Update c391 E2AA z STM Update Stormwater Management Code & Associated Projects c467 E5FB o a UTILITIES Utility Rate Update s013 E6JA a� N PRK Veteran's Plaza c480 E6MA STM Video Assessment of Stormwater Lines c459 E4FF r STM Willow Creek Daylighting/Edmonds Marsh Restoration c435 E4FC L WWTP WWTP Outfall Pipe Modifications c481 E5HA LL PRK Yost Park Spa c494 E6MC m Revised 4/20/2017 Packet Pg. 73 4.3.f PROJECT NUMBERS (By Engineering Number) Engineering Protect Protect Accounting Funding Number Number Protect Title STR _ E1AA c342 Fi1&.QQrneL§.JRoundabgut (212th Street SW @ 84th AvPniu, WAMM STR E1CA c368 76th Ave W at 212th St SW Intersection Improvements unset Walkway Improvements STM ElFM c374 Dayton Street & SR104 Storm Drainage Alternatives c376 Perrinville Creek Culvert Replacement STR E2AA c391 Transportation Plan Update venue provement Project STR E2AD c405 Hwy 99 Enhancements (Phase III) MELE2FA c318 North Talbot Road Drainage Improvements STM E2FB c379 SW Edmonds Basin #3-238th St. SW to Hickman Park Infiltration System E2FC d P Edmonds J J116kility Study SWR E2GB c390 2013 Sanitary Sewer Pipe Rehabilitation 04 Corrido sportation Stu STR E3DB c423 238th St. SW Walkway (100th Ave to 104th Ave) 15th St. SW Walkway (Edmonds Way to 8th Avg STR E3DD c425 236th St. SW Walkway (Edmonds Way to Madrona School) DA Curb Ramp Upgrades along 3rd Ave STM E3FC c408 Perrinville Creek Stormwater Flow Reduction Retrofit Study c410 Northstream Pipe Abandonment on Puget Drive Q STM E3FG c429 Storm Drainage Improvements - 88th & 194th T c _ N E3FH �dmq j;105th/106th Av T SWR E3GA c398 2013 Sewerline Replacement Project N WTR E3, 224th Waterline Relocation (201 0 FAC E3LB c419 ESCO III Project w STR E4CA c438 2014 Overlay Program z STR E4CB c451 2014 Chip Seals o 2014 Waterline Overlays IL m STR E4CD c462 220th Street Overlay Project c453 Train Trench - Concept STR E4DB c454 SR104/City Park Mid -Block Crossing L E4FA STM E4FB c434 LID Retrofits Perrinville Creek Basin c E c435 Willow Creek Daylighting/Edmonds Marsh Restoration r STM E4FD c436 2014 Lake Ballinger Associated Projects Q Revised 4/20/2017 Packet Pg. 74 4.3.f PROJECT NUMBERS (By Engineering Number) Engineering Protect Protect Accounting Funding Number Number Protect Title STM E4FE c455 Dayton Street StormwatggWp STM E4FF c459 Video Assessment of Stormwater Lines ' SWW E4GA IWO15 Sewerline Replacement Proje SWR E4GB c456 Citywide CIPP Sewer Rehab Phase I SWR Lift Station #1 Basin & Flow Study WWTP E4HA c446 Sewer Outfall Groundwater Monitoring WTR 2015 Waterline Replacement Program WTR E4JC c460 2016 Water Comp Plan Update c444 Public Safety Controls System Upgrades PRK E4MA c417 City Spray Park Edmonds Fichin- STR E5AA c470 Trackside Warning System STR 01 affic Calmi STR E5CA c463 2015 Overlay Program WTR L 2015 Waterline Overlays SWR E5CC i007 2015 Sewerline Overlays 5DA Bikelink Projec General E5DB c478 Edmonds Waterfront Access Analysis E5FA c466 015 Citywide Drainage Improvements/Rehab Projects STM E5FB c467 Update Stormwater Management Code & Associated Projects E5FC rovements (6th Ave - 8th Ave) STM E51FD c479 Seaview Park Infiltration Facility STM r 12th Ave & Sierra Stormwater System Improvements SWR E5GA c469 2016 Sanitary Sewer Replacement Projects SWR E5GB Lake Ballinger Trunk Sewer Study WWTP E5HA c481 WWTP Outfall Pipe Modifications 16 Waterline Replaceme WTR E5JB c482 Dayton St. Utility Replacement Project (3rd Ave to 9th Ave) WTR E5KA c473 Five Corners Reservoir Re-coatin FAC E5LA c476 AN Upgrades - Council Chambers UTILITIE ails Update STR E6AA s014 Hwy 99 Access Management Improvements STR i015 Citywide Protected/Permissive Traffic Signal Conversion STR E6CA i008 2016 Overlay Program Revised 4/20/2017 Packet Pg. 75 4.3.f PROJECT NUMBERS (By Engineering Number) Engineering Protect Protect Accounting Funding Number Number Protect Title WTR E6CB i009 2116 Waterline O SWR E6CC i010 2016 Sewerline Overlays c485 7F38th St. SW Walkway (Edmonds Way to Hwy 99) STR E6DB s016 ADA Transition Plan I E6DC i016 2016 Curb Ramp Upgrades STR E6DD i017 Minor Sidewalk Program Norths� Culvert Repair Under Puget Drive STM E6FB c486 224th & 98th Drainage Improvements Ave Rain Gardens STM E6FD s017 Stormwater Comp Plan Update 1 i SWR E6GA i013 2017 Sanitary Sewer Replacement Project SWW E6GB Citywide CIPP Sewer Rehab Phase SWR E6GC c492 2018/19 Sewerline Replacement Project UTILITIES 013 Utility Rate Update WTR E6J13 i014 2017 Waterline Replacement Projects WTR qF E6JC 2018/19 Waterline Replacement Project PRK E6MA c480 Veteran's Plaza PRK E6MB FAC Band Shell Replacement PRK E6MC c494 Yost Park Spa STR i021 STR E7AC i005 228th St. SW Corridor Improvements STR i018 2017 Overlay Progra WTR E7CB i019 2017 Waterline Overlays SWR E7CC 2017 Sewerline Overlays STR E7DA i022 2017 Curb Ramp Upgrades 2017 Minor Sidewalk Progra STM E7FA m105 OVD Slope Repair & Stabilization c495 Storm Drain Improvements @ 9510 232nd St. SW STM E7FG m013 NPDES (Students Saving Salmon) 276 Dayton Street Plaza PM E8MA c282 Fourth Avenue Cultural Corridor Revised 4/20/2017 Packet Pg. 76 4.3.f PROJECT NUMBERS (By New Project Accounting Number) Engineering Project Project Accounting Funding Number Number Protect Title PM E7MA c276 Dayton Street Plaza PM E8MA c282 Fourth Avenue Cultural Corridor STR E1AA c342 Five Corners Roundabout (212th Street SW @ 84th Avenue W) STR E1 DA c354 Sunset Walkway Improvements STR E1CA c368 76th Ave W at 212th St SW Intersection Improvements STM E1 FM c374 Dayton Street & SR104 Storm Drainage Alternatives STM E1FN c376 Perrinville Creek Culvert Replacement STM E2FA c378 North Talbot Road Drainage Improvements STM E2FB c379 SW Edmonds Basin #3-238th St. SW to Hickman Park Infiltration System STM E2FC c380 Edmonds Marsh Feasibility Study SWR E2GB c390 2013 Sanitary Sewer Pipe Rehabilitation STR E2AA c391 Transportation Plan Update STR E2AB c392 9th Avenue Improvement Project SWR E3GA c398 2013 Sewerline Replacement Project STR E2AD c405 Hwy 99 Enhancements (Phase III) STM E3FC c408 Perrinville Creek Stormwater Flow Reduction Retrofit Study STM EYE c410 Northstream Pipe Abandonment on Puget Drive PRK E4MA c417 City Spray Park WTR E3J13 c418 224th Waterline Relocation (2013) FAC E3LB c419 ESCO III Project STR E3DB c423 238th St. SW Walkway (100th Ave to 104th Ave) STR E3DC c424 15th St. SW Walkway (Edmonds Way to 8th Ave) STR E3DD c425 236th St. SW Walkway (Edmonds Way to Madrona School) STR E3DE c426 ADA Curb Ramp Upgrades along 3rd Ave S STR E3AB c427 SR104 Corridor Transportation Study STM E3FG c429 Storm Drainage Improvements - 88th & 194th STM E3FH c430 SW Edmonds-105th/106th Ave W Storm Improvements STM E4FA c433 2014 Drainage Improvements STM E4FB c434 LID Retrofits Perrinville Creek Basin STM E4FC c435 Willow Creek Daylighting/Edmonds Marsh Restoration STM E4FD c436 2014 Lake Ballinger Associated Projects STR E4CA c438 2014 Overlay Program WTR E4JB c440 2015 Waterline Replacement Program SWR E4GA c441 2015 Sewerline Replacement Project 0 0 N Revised 4/20/2017 Packet Pg. 77 4.3.f PROJECT NUMBERS (By New Project Accounting Number) Engineering Project Project Accounting Funding Number Number Protect Title FAC E4MB c443 Edmonds Fishing Pier Rehab FAC E4LA c444 Public Safety Controls System Upgrades WWTP E4HA c446 Sewer Outfall Groundwater Monitoring STR E4CB c451 2014 Chip Seals WTR E4CC c452 2014 Waterline Overlays STR E4DA c453 Train Trench - Concept STR E4DB c454 SR104/City Park Mid -Block Crossing STM E4FE c455 Dayton Street Stormwater Pump Station SWR E4GB c456 Citywide CIPP Sewer Rehab Phase I STM E4FF c459 Video Assessment of Stormwater Lines WTR E4JC c460 2016 Water Comp Plan Update SWR E4GC c461 Lift Station #1 Basin & Flow Study STR E4CD c462 220th Street Overlay Project STR E5CA c463 2015 Overlay Program STM E5FA c466 2015 Citywide Drainage Improvements/Rehab Projects STM E5FB c467 Update Stormwater Management Code & Associated Projects WTR E5JA c468 2016 Waterline Replacement Projects SWR E5GA c469 2016 Sanitary Sewer Replacement Projects STR E5AA c470 Trackside Warning System STR E5AB c471 2015 Traffic Calming STM E5FC c472 Dayton Street Storm Improvements (6th Ave - 8th Ave) WTR E5KA c473 Five Corners Reservoir Re -coating STR E5DA c474 Bikelink Project WTR E5CB c475 2015 Waterline Overlays FAC E5LA c476 AN Upgrades - Council Chambers PRK E6MB c477 FAC Band Shell Replacement General E5DB c478 Edmonds Waterfront Access Analysis STM E5FD c479 Seaview Park Infiltration Facility PRK E6MA c480 Veteran's Plaza WWTP E5HA c481 WWTP Outfall Pipe Modifications WTR E5JB c482 Dayton St. Utility Replacement Project (3rd Ave to 9th Ave) STM E5FE c484 12th Ave & Sierra Stormwater System Improvements STR E6DA c485 238th St. SW Walkway (Edmonds Way to Hwy 99) STM E6FB c486 224th & 98th Drainage Improvements 0 0 N Revised 4/20/2017 Packet Pg. 78 4.3.f PROJECT NUMBERS (By New Project Accounting Number) Engineering Project N Project Accounting Funding Number Number Protect Title E SWR E6GB c488 Citywide CIPP Sewer Rehab Phase II ° L STM E6FE c491 183rd PI SW Storm Repairs 3 SWR E6GC c492 2018/19 Sewerline Replacement Project c WTR E6JC c493 2018/19 Waterline Replacement Project r o a PRK E61VIC c494 Yost Park Spa STM E7FB c495 Storm Drain Improvements @ 9510 232nd St. SW i STR E7AC i005 228th St. SW Corridor Improvements 73 SWR E5CC i007 2015 Sewerline Overlays ui a z STR E6CA i008 2016 Overlay Program U WTR E6CB i009 2016 Waterline Overlays SWR E6CC i010 2016 Sewerline Overlays m STM E6FA i011 Northstream Culvert Repair Under Puget Drive c STM E61FC i012 3rd Ave Rain Gardens ° ° SWR E6GA i013 2017 Sanitary Sewer Replacement Project Q- E WTR E6JB i014 2017 Waterline Replacement Projects ca STR E6AB i015 Citywide Protected/Permissive Traffic Signal Conversion o STR E6DC i016 2016 Curb Ramp Upgrades > 0 L STR E6DD i017 Minor Sidewalk Program °- Q. a STR E7CA i018 2017 Overlay Program WTR E7CB i019 2017 Waterline Overlays N SWR E7CC i020 2017 Sewerline Overlays STR E7AA i021 2017 Traffic Calming N STR E7DA i022 2017 Curb Ramp Upgrades c STR E7DB i023 2017 Minor Sidewalk Program L STM E71FG m013 NPDES (Students Saving Salmon) z STM E7FA m105 OVD Slope Repair & Stabilization o a UTILITIES E5NA solo Standard Details Updates SWR E5GB s011 Lake Ballinger Trunk Sewer Study N UTILITIES E6JA s013 Utility Rate Update r STR E6AA s014 Hwy 99 Access Management Improvements STR E6DB s016 ADA Transition Plan STM E6FD s017 Stormwater Comp Plan Update Revised 4/20/2017 Packet Pg. 79 PROJECT NUMBERS (By Funding) 4.3.f Project Engineerin Accounting Project Funding Protect Title Number Number FAC AN Upgrades - Council Chambers c476 E5LA FAC Edmonds Fishing Pier Reh FAC ESCO III Project c419 E31-13 Public Safety Controls System Upgrades General Edmonds Waterfront Access Analysis c478 E5DB Dayton greet Plaza PM Fourth Avenue Cultural Corridor c282 E81VIA City Spray Park PRK FAC Band Shell Replacement c477 E6MB �an'sdWa PRK Yost Park Spa c494 E61VIC STM12thlWpe &Sierra Stormwater System Improvements c484 E5FE STM 183rd PI SW Storm Repairs c491 E6FE STM 2214 Drainage Improvements 3 STM 2014 Lake Ballinger Associated Projects c436 E4FD STM 2015 Citywide Drainage Improvements/Rehab Projects c46 STM 224th & 98th Drainage Improvements c486 E6FB STM 3rd Ave Rain Gardens i012 E6FC STM Davton Street & SR104 Storm Drainaae Alternatives c374 E1 FM T - M Dayton Street Storm Improvements (6th Ave - 8th Ave) STM Dayton Street Stormwater Pump Station TM Edmonds Marsh Feasibility Study= STM LID Retrofits Perrinville Creek Basin albot Road provement STM Northstream Culvert Repair Under Puget Drive M Northstream Pipe Abandonment on Puget Drive STM NPDES (Students Saving Salmon) MOVD Slope Repair & Stabilization STM Perrinville Creek Culvert Replacement STM Perrinville Creek Stormwater Flow Reduction Retrofit Study STM Seaview Park Infiltration Facility Dr�rement t. SW STM Storm Drainaae Improvements - 88th & 194th Stormwater Comp Plan Update Q 0 c455 E4FE r c380 E2FC c434 E4FB c378 i011 E6FA c410 m013 E7FG m105 c376 E1 FN c408 c479 E5FD c495 - c429 E3FG s017 E6FD Revised 4/20/2017 Packet Pg. 80 PROJECT NUMBERS (By Funding) 4.3.f Funding Protect Title STM SW Edmonds Basin #3-238th St. SW to Hickman Park Infiltration System SW Edmonds-i5th/106th Ave W Storm Improvement STM Update Stormwater Management Code & Associated Projects Video Assessment of Stormwater Li STM Willow Creek Daylighting/Edmonds Marsh Restoration SIV 15th St. SV*Valkway (Edmonds Way to 8th Ave) STR 2014 Chip Seals 2014 Overlay Program STR 2015 Overlay Program SIM 2015 STR 2016 Curb Ramp Upgrades 2016 Overlay Program STR 2017 Curb Ramp Upgrades dewalk Program STR 2017 Overlay Program STR 201 raffic Calming STR 220th Street Overlay Project Protect Accounting Number Engineerin Project Number c379 E2FB c430 c467 E5FB c45 c435 E4FC cJ c451 E4CB c43 c463 E5CA c471 AMIR i016 E6DC i008 STR 228th St. S\OLCorridor Improvements � STR 236th St. SW Walkway (Edmonds Way to Madrona 04 STR 238th St. SW Walkway (100th Ave to 104th Ave) STR 238th St. SW Walkway (Edmonds Way to Hwy 99) W76th Ave W at 212th St SW Intersection Improvements STR 9th Avenue Improvement Project urb Ramp Upgrades along 3rd Ave S STR ADA Transition Plan Bikelink Project I STR Citywide Protected/Permissive Traffic Signal Conversion 2th STR Hwy 99 Access Management Improvements wy 99 Enhancements (Phase III) STR Minor Sidewalk Program STR SR104 Corridor Transportation Study STR SR104/City Park Mid -Block Crossing STR Sunset Walkway Improvements i022 E7DA i023 i018 E7CA c462 E4CD c425 E3DD 0 0 c485 E6DA Xc36 c392 E2AB s016 E6DB i015 E6AB s014 E6AA i017 E6DD c454 E4DB c354 Revised 4/20/2017 Packet Pg. 81 4.3.f PROJECT NUMBERS (By Funding) Project Engineerin Accounting Project Funding Project Title Number Number STR Trackside Warning System c470 E5AA rench - ConceQM c453 mom STIR Transportation Plan Update c391 E2AA OFW—V 2013 Sanitary Sewer Pipe Rehabilitation c390 E2GB SWR 2013 Sewerline Replacement Project c398 E3GA flu-1— i007 SWR 2015 Sewerline Replacement Project c441 E4GA Moor2016 Sanitary Sewer Replacement Projects c46 E5GA SWR 2016 Sewerline Overlays i010 E6CC SWR 2017 Sanitary Sewer Replacement Project inl" E6GA SWR 2017 Sewerline Overlays i020 E7CC 2018/19 Sewerline Replacen Aroje-` SWR Citywide CIPP Sewer Rehab Phase I c456 E4GB Citywide CIPP Sewer Rehab Phase II c488 E6GB SWR Lake Ballinger Trunk Sewer Study s011 E5GB Lif�1 B AM61 E4GC UTILITIES Standard Details Updates solo E5NA Utility Rate Updat r E6JA WTR 2014 Waterline Overlays c452 E4CC XA/TR 9n15 Waterline Overlays E5CB N WTR 2015 Waterline Replacement Program EVTR 2016 Water Comp Plan Update WTR 2016 Waterline Overlays WVTR 2016 Waterline Replacement Projects WTR 2017 Waterline Overlays T aterline Replacement&roje=F WTR 2018/19 Waterline Replacement Project TR 224th Waterline Relocation (2013) WTR Dayton St. Utility Replacement Project (3rd Ave to 9th Ave) Corners P ervoir Re -coating WWTP Sewer Outfall Groundwater Monitoring e Modifications c440 E4,113 i009 E6CB 6 E5JA i019 E7CB c493 E6JC E3,113 c482 E5,113 c446 E4HA c481 Revised 4/20/2017 Packet Pg. 82 Payroll Earnings Summary Report City of Edmonds Pay Period: 822 (04/01/2017 to 04/15/2017) Hour Type Hour Class Description Hours Amount -ed2 REGULAR HOURS Educational Pav Correction 0.00 -156.28 111 ABSENT NO PAY LEAVE 58.89 0.00 112 ABSENT NO PAY NON HIRED 40.00 0.00 120 SICK SICK LEAVE - L & 1 32.00 860.19 121 SICK SICK LEAVE 499.00 19,117.52 122 VACATION VACATION 1,366.61 58,597.43 123 HOLIDAY HOLIDAY HOURS 94.00 3,251.41 124 HOLIDAY FLOATER HOLIDAY 25.00 847.34 125 COMP HOURS COMPENSATORY TIME 241.75 9,767.18 129 SICK Police Sick Leave L & 1 84.00 3,599.13 130 COMP HOURS Holidav Compensation Used 1.25 43.00 141 BEREAVEMENT BEREAVEMENT 51.00 1,571.76 150 REGULAR HOURS Kellv Dav Used 243.75 9,202.94 152 COMP HOURS COMPTIME BUY BACK 9.15 369.07 155 COMP HOURS COMPTIME AUTO PAY 45.88 2,100.86 157 SICK SICK LEAVE PAYOFF 21.25 857.12 158 VACATION VACATION PAYOFF 20.00 806.70 160 VACATION MANAGEMENT LEAVE 26.00 1,487.22 190 REGULAR HOURS REGULAR HOURS 14,900.50 586,893.56 196 REGULAR HOURS LIGHT DUTY 72.00 3,082.50 210 OVERTIME HOURS OVERTIME -STRAIGHT 6.00 224.06 215 OVERTIME HOURS WATER WATCH STANDBY 30.00 1,563.62 216 MISCELLANEOUS STANDBY TREATMENT PLANT 15.00 1,405.36 220 OVERTIME HOURS OVERTIME 1.5 180.50 10,798.83 225 OVERTIME HOURS OVERTIME -DOUBLE 3.25 252.86 411 SHIFT DIFFERENTIAL SHIFT DIFFERENTIAL 0.00 1,046.50 600 RETROACTIVE PAY RETROACTIVE PAY 0.00 2,869.67 601 COMP HOURS ACCRUED COMP .5 15.00 0.00 602 COMP HOURS ACCRUED COMP 38.00 0.00 604 COMP HOURS ACCRUED COMP TIME 150.00 0.00 606 COMP HOURS ACCRUED COMP TIME 6.00 0.00 900 VACATION ACCRUED VACATION -24.00 0.00 901 SICK ACCRUED SICK LEAVE 26.55 0.00 co M cQ w 4/20/')ni 7 Attachment: payroll summary 04-20-17a (2001 : Approval of claim, payroll and benefit checks, direct deposit and wire payments.) Payroll Earnings Summary Report City of Edmonds Pay Period: 822 (04/01/2017 to 04/15/2017) Hour Type Hour Class Description Hours Amount acc MISCELLANEOUS ACCREDITATION PAY 0.00 24.95 acs MISCELLANEOUS ACCRED/POLICE SUPPORT 0.00 145.56 boc MISCELLANEOUS BOC II Certification 0.00 86.48 colre MISCELLANEOUS Collision Reconstruction ist 0.00 107.89 cpl MISCELLANEOUS TRAINING CORPORAL 0.00 147.28 crt MISCELLANEOUS CERTIFICATION III PAY 0.00 640.76 det MISCELLANEOUS DETECTIVE PAY 0.00 303.32 det4 MISCELLANEOUS Detective 4% 0.00 852.84 ed1 EDUCATION PAY EDUCATION PAY 2% 0.00 793.44 ed2 EDUCATION PAY EDUCATION PAY 4% 0.00 905.05 ed3 EDUCATION PAY EDUCATION PAY 6% 0.00 4,925.43 fmla ABSENT FAMILY MEDICAL/NON PAID 80.00 0.00 fmis SICK FAMILY MEDICAL/SICK 68.00 2,662.33 k9 MISCELLANEOUS K-9 PAY 0.00 102.75 Iq1 LONGEVITY LONGEVITY PAY 2% 0.00 650.47 Ig10 LONGEVITY LONGEVITY 5.5% 0.00 396.36 Ig11 LONGEVITY LONGEVITY PAY 2.5% 0.00 752.67 Iq2 LONGEVITY PAY LONGEVITY PAY 4% 0.00 993.55 I0 LONGEVITY PAY LONGEVITY 6% 0.00 5,913.21 I0 LONGEVITY Lonqevitv 1 % 0.00 156.07 Iq6 LONGEVITY Lonqevitv .5% 0.00 348.44 Iq7 LONGEVITY Lonqevitv 1.5% 0.00 997.10 Iq9 LONGEVITY Lonqevitv 3.5% 0.00 82.46 mela ABSENT Medical Leave Absent (unpaid) 2.55 0.00 mels SICK Medical Leave Sick 119.55 5,296.51 melv VACATION Medical Leave Vacation 29.90 1,377.46 mtc MISCELLANEOUS MOTORCYCLE PAY 0.00 200.57 pds MISCELLANEOUS Public Disclosure Specialist 0.00 47.12 nhv MISCELLANEOUS PHYSICAL FITNESS PAY 0.00 1,864.42 prof MISCELLANEOUS PROFESSIONAL STANDARDS ; 0.00 157.56 sdp MISCELLANEOUS SPECIAL DUTY PAY 5% 0.00 271.15 sqt MISCELLANEOUS ADMINISTRATIVE SERGEANT 0.00 157.56 str MISCELLANEOUS STREET CRIMES 0.00 418.92 co M cQ 00 4/20/')ni 7 Attachment: payroll summary 04-20-17a (2001 : Approval of claim, payroll and benefit checks, direct deposit and wire payments.) P- P Ponn 2 o (a n W co cQ 00 4/201'.)ni 7 Payroll Earnings Summary Report City of Edmonds Pay Period: 822 (04/01/2017 to 04/15/2017) Hour Type Hour Class Description traf MISCELLANEOUS TRAFFIC Hours Amount 0.00 220.92 18,578.33 Total Net Pay: $752,460.15 $501,912.45 P- P Pnnn 3 o (a Attachment: payroll summary 04-20-17a (2001 : Approval of claim, payroll and benefit checks, direct deposit and wire payments.) Payroll Earnings Summary Report City of Edmonds Pay Period: 858 (04/01/2017 to 04/15/2017) Hour Type Hour Class Description Hours Amount 121 SICK SICK LEAVE 1.50 56.11 190 REGULAR HOURS REGULAR HOURS 83.50 3,123.39 411 SHIFT DIFFERENTIAL SHIFT DIFFERENTIAL 0.00 27.95 85.00 $3,207.45 Total Net Pay: $2,051.71 � I4/20i')ni 7 U Attachment: payroll summary 04-20-17b (2001 : Approval of claim, payroll and benefit checks, direct deposit and wire payments.) P- P Benefit Checks Summary Report City of Edmonds Pay Period: 822 - 04/01/2017 to 04/15/2017 Bank: usbank - US Bank Check # Date Payee # Name Check Amt Direct Deposit 62671 04/20/2017 chapl CHAPTER 13 TRUSTEE 940.00 0.00 62672 04/20/2017 epoa2 EPOA-POLICE 2,983.50 0.00 62673 04/20/2017 epoa3 EPOA-POLICE SUPPORT 388.00 0.00 62674 04/20/2017 flex NAVIA BENEFIT SOLUTIONS 994.36 0.00 62675 04/20/2017 teams TEAMSTERS LOCAL 763 4,614.00 0.00 62676 04/20/2017 icma VANTAGE TRANSFER AGENTS 304884 2,808.27 0.00 12,728.13 0.00 Bank: wire - US BANK m D�-4O 0/2n1 7 Check # Date Payee # Name Check Amt Direct Deposit 2542 04/20/2017 awc AW C 331,142.68 0.00 2545 04/20/2017 us US BANK 103,889.93 0.00 2546 04/20/2017 wadc WASHINGTON STATE TREASURER 19,916.77 0.00 2547 04/20/2017 mebt WTRISC FBO #N3177B1 93,214.39 0.00 2550 04/20/2017 pb NATIONWIDE RETIREMENT SOLUTION 5,483.60 0.00 2551 04/20/2017 oe OFFICE OF SUPPORT ENFORCEMENT 299.00 0.00 0.00 553,946.37 Grand Totals: 566,674.50 0.00 Attachment: payroll benefit 04-20-17 (2001 : Approval of claim, payroll and benefit checks, direct deposit and wire payments.) 4.4 City Council Agenda Item Meeting Date: 04/25/2017 Ordinance Adopting Amendments to Chapter 10.95 ECC (Tree Board) Staff Lead: Shane Hope Department: Development Services Preparer: Diane Cunningham Background/History In late 2016, it was realized that Chapter 10.95 ECC, the Edmonds code chapter for the Tree Board, contained problematic language about the process to appoint Tree Board members. Also, the chapter did not set a specific location for Board meetings; thus every meeting must be noticed as "special". The City Council discussed the process issues at its January 10, 2017 meeting. (See Attachment 1 for the relevant meeting minutes.) Prior to the meeting, a memo had been prepared to explain the key issues and options to resolve them; it included a history of past Tree Board appointments. (See details in Attachment 2.) After discussion, the Council's general consensus was to amend the code to: (a) have Councilmembers select individuals for Tree Board membership, with the alternate position being selected by the current Council President; and (b) have the selected individuals be interviewed by the full Council and the appointment confirmed. Draft code amendments were prepared to implement the Council's January consensus and discussed at the Council's April 18, 2017 meeting. The City Council directed that the code changes be brought back in ordinance form and placed on the consent agenda. This has been done. (See Exhibit A, attached.) Staff Recommendation Adopt the ordinance amending Chapter 10.95 ECC. Narrative The code amendments clean up the difference between initial appointment of the Tree Board (when the Board was first established) and subsequent appointments (all those that follow the initial Board establishment). The new language: a) Uses the same concept as the original language, which calls for individual City Council members to select Tree Board appointees; however, it clarifies the term of the appointment (because a straight "four-year" Tree Board appointment may not coincide with the term of the respective City Council member) b) Removes term limits for Tree Board appointments (Note: the existing code language allows only one reappointment for any member, which is not typical of other city boards and commissions.) c) Changes the City Council's existing authority to make "recommendations" regarding Tree Board position appointments to instead "confirm" Tree Board appointments d) Authorizes only the Council President to appoint a Tree Board alternate by removing the existing option for the Mayor to do so Packet Pg. 88 4.4 e) Clarifies the role of a Tree Board alternate (i.e., voting when lack of a quorum). In addition, the new langauge: 6 Makes the list of items (on which the Tree Board may advise and make recommendations) consistent in format and consolidates two of the items into one. (See 10.95.030.A - 1 through 6 in Attachment 3.) 6 Adds a location (City Council Chambers) for regular Tree Board meetings. After ordinance adoption, the City Council should complete the process to appoint or reappoint any Tree Board appointments that have not yet been made or that were made in a way that was not consistent with the code in place at the time. Attachments: 2017-04-12 ECC 10.95 TreeBoard Ord + Att Packet Pg. 89 4.4.a ORDINANCE NO. AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, AMENDING THE PROVISIONS THAT GOVERN THE CITIZENS' TREE BOARD. WHEREAS, in late 2016, it was realized that Chapter 10.95 ECC, the Edmonds code chapter for the Citizens' Tree Board, contained problematic language about the process to appoint tree board members; and WHEREAS, having discussed the issues, the city council's consensus was to amend the code to: (a) have each councilmember appoint an individual to the tree board, with the alternate position being selected by the council president; and (b) have the appointed individuals be interviewed and confirmed by the full council; and WHEREAS, the chapter did not previously set a specific location for board meetings, necessitating that every meeting be noticed as "special"; and WHEREAS, it was deemed necessary to make other clarifications to the tree board a chapter; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO ORDAIN a AS FOLLOWS: Section 1. Chapter 10.95 of the Edmonds City Code, entitled "Citizens' Tree Board" is hereby amended to read as shown in Attachment A, which is attached hereto and incorporated herein by this reference as if set forth in full (new text is shown in underline; deleted text is shown in strike through). Section 2. Severability. If any section, subsection, clause, sentence, or phrase of this ordinance should be held invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. Packet Pg. 90 4.4.a Section 3. Effective Date. This ordinance is subject to referendum and shall take effect thirty (30) days after final passage of this ordinance. APPROVED: MAYOR DAVE EARLING ATTEST/AUTHENTICATED: CITY CLERK, SCOTT PASSEY APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: M. JEFF TARADAY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: PUBLISHED: EFFECTIVE DATE: ORDINANCE NO. Packet Pg. 91 4.4.a SUMMARY OF ORDINANCE NO. of the City of Edmonds, Washington On the day of , 2017, the City Council of the City of Edmonds, passed Ordinance No. A summary of the content of said ordinance, consisting of the title, provides as follows: AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, AMENDING THE PROVISIONS THAT GOVERN THE CITIZENS' TREE BOARD. The full text of this Ordinance will be mailed upon request. DATED this day of 12017. CITY CLERK, SCOTT PASSEY 4840-7251-8158,v. 1 CD n Packet Pg. 92 Edmonds Chapter 10.95 CITIZENS' TREE BOARD ATTACHMENT A Chapter 10.95 CITIZENS' TREE BOARD Sections: 10.95.010 Board created — Membership. 10.95.020 Officers of board — Meetings — Forum. 10.95.030 Powers and duties. 10.95.010 Board created — Membership. Page 1/2 A. There is hereby created a citizens' tree board consisting of seven members plus one alternate and one nonvoting, ex officio position to be filled by an Edmonds city council member. Citizens members must be Edmonds residents. It is recommended the board include citizens from throughout the city (representing different watersheds and neighborhoods). Additionally, those with professional or hobbyist interest/experience in urban forestry, horticulture, and habitat enviroscaping are preferred; these may include arborists, botanists, horticulturists, native plant experts, master gardeners, wildlife experts, and related. B. The members shall be appointed in the following manner: Within 30 days after the or-dinanee codified in this chapter is passed, the city shall draft and publish an annotineement seeking appheants for board membership. The standard eity ef Edmonds eitizen board and eammissien appliemian will be used. Pr-aspeetive board members will have 30 days to s4mit their ^ diem an initially, ^ ^' Each councilmember shall appoint one tree board member to a term the duration of which shall coincide with the term of the appointing councilmember. Each of the seven tree board positions, numbers one through seven, will be appointed by the Councilmember holdingthe he respective position number, one through seven. within 30 days following the elese of the appliemian period. The alternate member shall be appointed by the council president to a term the duration of which shall coincide with the term of the council president. eF4nayo^^ ,oa 1�^ ^^ ". All appointments must be confirmed by a majority of the full city council. Newly elected councilmembers may reappoint an existing tree board member or alternate member or may appoint a new member in the sole discretion of the individual councilmember. Where a councilmember is appointed to fill a vacant council seat, that councilmember may only appoint a person to the tree board if the tree board position associated with that council position becomes vacant. The selections shall be made based on the qu lifica4ions applications;described per- the initial appointmen4s, recommendations for renewaWreplacemen4s, when required, will be made by the full • C. B. The term ef appain4fflefit shall be fouf years. Newever-, initially, to easufe tFansitional eansisteney th members shall be appointed to four year terms and four members (plus the alternate) shall be appoin4ed to two year terms. Couneilmember-s whose terms expire in 2011 shall appoin4 members to initial two year terms. Gotineilmembers whose terms expire in 2013 shall appoint members to initial fettr year terms. Thereafter-, appointments shall eoineide with the terms of newly elected couneilmembers. Each member-, at his or her There shall be no term limits ; may seek renewal for one additional terms. Should a vacancy occur on the tree board, a new member shall be appointed by the council position that previously mpointed the vacant position on the tree board for the duration of the term he or she is f if llin remainder of the councilmember's term. [Ord. 3875 § 1, 2012; Ord. 3807 § 1, 2010]. 10.95.020 Officers of board — Meetings — Forum. Members of the board shall meet and organize by election, from the members of the board, a chair and vice chair and other officers as may be determined by the board. It shall be the duty of the chair to preside at all meetings. The vice chair shall perform this duty in the absence of the chair. A majority of the filled positions on the boar- Four members shall constitute a quorum for the transaction of business. If four regular members are not present, the alternate member may fulfill the auorum reauirement for that meetine and vote accordingly. Otherwise, the alternate may not vote. The board shall meet regularly on the first Thursday of each month at 6:00 p.m. at such location within the eity of Edmonds as it shall establish from tim&4o4imethe Edmonds city council chambers._ [Ord. 4034 § 1, 2016; Ord. 3807 § 1, 2010]. El Q O L M 0 m d d L 0 rl V V w N T- 4 0 ti 0 N r+ c a) E t U 0 Q The Edmonds City Code and Community Development Code are current through Ordinance 4039, passed August 2, 2016. Packet Pg. 93 Edmonds Chapter 10.95 CITIZENS' TREE BOARD Page 2/2 10.95.030 Powers and duties. A. The board is empowered to: advise and make recommendations to the mayor and city council and, as appropriate, to the planning board and other boards or commissions of the city on such matters including but not limited to: 1. The board may assist in developing ^ tree ordinance and an An urban forest management program_ and/orordinances to help preserve and protect existing trees, encourage planting of additional trees, safeguard trees on parcels where construction or renovation is occurring or planned to occur, and encouraging the Edmonds citizenry to become active stewards of the urban forest. 2. Increasing community outreach and education regarding the value of trees, proper selection of trees, and correct methods for planting of and caring for trees. 3. Working with civic, religious, and citizen groups on specific projects or to organize invasive plant removal and native vegetation planting in accord with the department of parks, recreation and cultural services. -54. Facilitating relevant grant applications supporting ecology and watershed protection projects. 65. Sponsoring an annual Arbor Day Event. -76. Working towards achieving and maintaining a Tree City USA® status. B. The board shall provide an annual report to the city council within the first quarter of each year. [Ord. 4034 § 2, 2016; Ord. 3807 § 1, 2010]. The Edmonds City Code and Community Development Code are current through Ordinance 4039, passed August 2, 2016. Packet Pg. 94 4.5 City Council Agenda Item Meeting Date: 04/25/2017 Reappointment of PFD Boardmembers Staff Lead: Tom Mesaros Department: City Clerk's Office Preparer: Scott Passey Background/History This item was presented at the April 18, 2017 City Council meeting. Staff Recommendation Approve the PFD nominations as part of the consent agenda. Narrative Kevin McKay and Larry Ehl have been re -nominated by the PFD Board to serve an additional 3 year term beginning July 1, 2017. The PFD Board is in the midst of doing strategic planning with the ECA Board and has requested early approval of these nominations for continuity moving forward on this planning. Attachments: PFD Board applications Packet Pg. 95 4.5.a �gltof-Edmonds Citizen Board and Commission Application (PEASE PRINT oR rYPE) NOTE: This form Is a public record and maybe subject to disclosure upon request Edmonds Public Facilities District (Board or Commission) Name-, Kevin McKay - — Address: Lynnwood, WA 98036 Date:, April 4, 2016 Day Phone: Eaening Phone: Cell: E-mail: Occupational status and background:__ __ VP for Finance & Operations, Edmonds CommunityCollege (I've been with the College for 23 years). Have lived in Snohomish Count over 30 dears. Organizational iWiliatiois. Trustee for the Foundation for Edmonds School District Board member for Leadership Snohomish County(also alumni, class of 2012 Why are you seeking this appointment?- I have enjoyed many programs at the ECA and believe it is one of our regional gems. I have worked with the ECA in my role at the College and through LSC, and believe i can contribute back to my community by serving the ECA. What skills and knowledge do you have to most the selection criteria?. Many gears of public sector and community leadership experience, and a passion to serve our community. Please list any other Board, Commission, Committee, or official positions you currently hold with the City of Edmonds: N/A Mciltional comments: It would be an honor to serve on the EPFD Board in support of such an important and vital community resource. _— Please return this completed form to. Edmonds Public Facilities District Address; 410 4th Ave N, Edmonds, WA 98020 r �,,,, �� •.---� email:lisah@ec4arts,org phone: 425.275.4485 Signature RoVked4130114 Packet Pg. 96 4.5.a Kevin McKay Lynnwood, WA 98036 EXPERIENCE Edmonds Community College - VP for Finance & Administration January 2009 - PRESENT Lead and manage the campus Finance and Operations division. including Budget, Payroll, Security & Emergency Preparedness, Facilities, Information Technology, and Auxiliary Services. Participate in campus leadership as a member of President's Cabinet, represent the college at State commissions and committees. Serving as chief business and fiscal officer of the College. Serving as College Ethics Officer. m Working effectively with President's Cabinet In policy formation, strategic planning, and budget development. • Presenting to and informing the Board of Trustees regarding College business, budget, and operational initiatives. • Providing strategic analysis of policy options, critical college programs, and Initiatives. Ensuring high quality and efficient delivery of administrative services to all College services, programs, and activities. a Ensuring all financial and administrative functions comply with state and federal laws, guidelines, and procedures. v Providing leadership to organizational units within the business and operations areas. a Ensuring an effective, capable, and collaborative administrative staff by appropriate selection, training, development, evaluation, and motivation. a Representing the College to legislative and community groups, federal and state agencies, and professional organizations, 0 Serving as the Business Advisors Commission representative on the Statewide Technology Transformation Task Force IT subcommittee and on the State Board's "Lift -and -Shift" and "Go -Forward" steering committee. Packet Pg. 97 4.5.a Edmonds Community College - Director of Information Technology February 2005 - January 2009 Lead and manage all aspects of campus IT organization, including budgeting, audit requirements, and personnel (40+full and part time employees). Represent IT to administration and Instructional staff, as well as to statewide and national audiences. Work closely with campus programs and staff. Edmonds Community College - Director of Distance Learning September 1999 - February 2005 Managed all aspects of rapidly growing, self-support distance learning program, Managed program staff, developed and managed budgets, tracked and projected program growth, prepared reports, oversaw faculty training and support, coordinated with campus administration, represented college at state councils and national conferences. Edmonds Community College - Coordinator of Distance Learning 1993 - 1999 Washington State Energy Office - Remote System Operator, Intern 1992-1993 Seafirst Bank - Customer Service Manager/Officer 1984-1992 EDUCATION University of Phoenix - Master's of Management, Pub11c Administratlon 2008 - 2010 University of Phoenix -Bachelor's of Science. Business Management 2005-2007 Edmonds Community College - A.T.A ., Energy Management & Accounting; Certificate, Commercial Energy Management 1992 - 1994 Packet Pg. 98 4.5.a or, ED4 o� City or f Edmonds Citizen Board and Commission Application Edmonds Public Facilities District (Board or Commission) Name Larry Ehl (Please print or type) Date Please complete the.following whether or not a resume or additional information is attached. Occupational status and background Publisher, Editor of Transportation Issues Daily, a national newsletter and website about transportation policy and funding issues. Background: 30 years in public & private sector government relations communications; former Edmonds School Board Member. 1997-2002 Organization affiliations Assoc. of Washington Business. No others at this time have been focused on starting a small business. Previous: Alderwood Rotary, Cascade Land Conservancy, United Way of Snohomish County, Edmonds Public Education Foundation Why are you seeking this appointment? I am looking for an opportunity to reengage in community service for an organization which could utilize my experience and skills. I believe the ECA is an important regional and community resource, and I would enjoy being part of a team working to maintain and perhaps grow the ECA's service to the community and region. What skills and knowledge do you have to meet the selection criteria? Many years of strategic planning and direction, and public involvement and engagement, during service on boards of Edmonds School District and Cascade Land Conservancy. 25 years public policy advocacy experien Additional comments (use back of this sheet, if necessary) I would appreciate the opportunity to work with the EPFD board, the ECA Board, the Edmonds City Council and other stakeholders to maintain and expand the success of the Edmonds Center for the Arts. Please return this completed form to: Mail: Attn. — Joe McIalwain 410 4`" Ave. N., Edmonds, WA 98020 Fax: 425.275.4485 email: joe@ec4arts.oz-- Or deliver to Edmonds Center for the Arts, Administrative office (410 4`h Ave. N.) Signature Attachment 2 L E W E L 0 m 0 u_ a 0 c a� E r c 0 a a 0 as N r O N U) c 0 .Q Q. 0 m 0 LL a r c as U 0 r a Packet Page 195 of 660 Packet Pg. 99 4.5.a Larry E h I Profile Senior executive with 25+ years of public and private sector experience in creating and executing strategic advocacy and communications plans to achieve organization goals. Recognized as a personable leader who builds positive relationships with policy makers, industry and community leaders, and who uses a levelheaded, proactive, creative and nonpartisan approach in addressing policy and communications issues. Selected Advocacy Achievements Secured project funding and policy proposals in federal transportation legislation Led and coordinated WSDOT Secretary's involvement as Chair of several national coalitions and committees. Fregeuent speaker at conferences and meetings and quoted regularly in press Created advocacy plan that convinced USDOT to establish an inter -agency working group Co-authored strategy that created the national Public Ferry Agencies Coalition Led and coordinated a week-long Federal Funding and Policy educational exchange for Governor's staff in DC Coordinated Alaska Way Viaduct and Ferries tour for Senate Appropriations, USDOT staff Wrote presentations for National Surface Transportation Policy & Revenue Study Commission Served as Secretary for Western Association of State Departments of Transportation Assisted in generating strategy that formalized the West Coast Corridor Coalition Developed federal transportation issue blog that became widely read and referenced Influenced federal agency to modify regulatory proposal, saving five operating plants Designed and executed corporate internal communications on critical public policy issue that generated positive employee feedback and was adapted by other companies Stopped a key legislative proposal that seriously threatened the industry's and company's competitive edge in intellectual capital Countered activist groups & prevented negative press on highly visible, controversial issue Selected to address a national convention on "How To Lobby Effectively" Member of Edmonds School Board that was selected as state's School Board of the Year and later won the state 2001 Diversity Award for outstanding efforts to promote and value diversity/multicultural education, and served as President. Attachment 3 Packet Page 196 of 660 Packet Pg. 100 4.5.a Experience Transportation Issues Daily / Ehl Advocacy Services (May 2011 — Present) Publisher / Principal Transportation Issues Daily is a weekly e-newsletter and daily blog that offers short stories and analysis about policy and funding issues about all modes, in kitchen -table language. Ehl Advocacy provides strategic and communications counsel to help clients increase the odds of securing funding and/or achieve legislative or regulatory goals. Washington State Dept of Transportation, Olympia (March 2009 — April 2011) Federal Relations Manager Develop and execute legislative and communications strategies. Provide counsel on legislative, communications, and policy issues to DOT Secretary and executives, the Governor's office, State Agencies, Congressional offices and coalitions. Act as Agency's primary liaison to Congress and USDOT. Represent WSDOT in, and assist in developing advocacy plans for, national associations and coalitions. Write briefing papers, testimony, speeches, and letters for executives, trade associations and coalitions. Partnership For Learning (April 2008 — March 2009) Executive Director Develop and execute strategic advocacy, communications and fundraising plans. Serve as a spokesman for business community's interests in public education. Washington State Dept of Transportation, Olympia (March 2002 — April 2008) Director of Government Relations (July 2007 — April 2008) Federal Relations Manager (March 2002 - July 2007) See above description. Fisher Communications, Seattle (1995 — 2001) Director of Corporate & Government Relations Direct corporation's involvement in federal, state and local legislative and regulatory issues. Monitor and analyze legislative actions, develop and execute communications and legislative strategies. Write briefing papers, testimony, speeches and letters for executives, trade associations and coalitions. Serve as company's advocate, decision -maker, and public speaker in selected business and trade organizations. U.S. Senator Slade Gorton, Washington, DC and Seattle (1989 — 1995) Chief Of Staff (1994—1995); Deputy State Director (1992—1993). Bullocks, Los Angeles (1983 — 1988) Direct Mail Marketing Manager; Credit Marketing Manager, Customer Service Supervisor. Packet Page 197 of 660 Packet Pg. 101 4.5.a Education Master of Arts, Adult Education and Training; Seattle University; 1983 Bachelor of Arts, History; University of Washington; 1981 Selected Professional and Community Involvement Cascade Land Conservacy Board, Snohomish County Board (1998-2004) Board of Directors, Edmonds School District (1997 - 2002) Packet Page 198 of 660 Packet Pg. 102 4.6 City Council Agenda Item Meeting Date: 04/25/2017 Contracting & Purchasing Policies Update Staff Lead: Scott James Department: Administrative Services Preparer: Scott James Background/History Staff presented the Contracting & Purchasing Policies Amendments to Council on April 18th, 2017. Of the seven section amendments, five policy sections and one defintion addition are placed onto the Consent Agenda, with two of the amendments placed onto tonight's Action Items Agenda. Staff Recommendation Approve the following amendments to the City's Purchasing Polices and Procedures: 1) Policy title amendment 2) Procurement of Products section amendments 3) Grant Agreement and Grant Reimbursement Documents section amendments 4) Records Retention Requirement section amendments 5) Conflicts of Interest section amendments, and 6) Defintion for Safeguarding Personally Identifiable Informantion. Narrative Staff is recommending changes to the existing Purchasing Policies to comply with recent changes in the Code of Federal Regulations, and increase efficenicies by increasing limits on when projects must be bid competitively. The following information describes the proposed changes. All references to page number are related to the red -lined version. Compliance with the Code of Federal Regulations: Grant Aereements and Grant Reimbursement Documents (Paee 4): Authorizes the Mayor to execute grant agreements for capital projects in the current Capital Improvement Program and/or Capital Facilities Plan. The Director of the Department overseeing the capital project would be responsible for the administration of the grant. This is not part of the code of federal regulations, but it will provide a consistent approach on the execution and administration of grants. The Washington State Department of Transportation (WSDOT) administers federal -aid highway funding for local agencies. All Federal Highway Administration (FHWA) funding programs provide reimbursement to local agencies through WSDOT after project expenditures are made by an agency. Federal grant requirements were changed and they now require payment vouchers to be signed by an official who is authorized to legally bind Packet Pg. 103 4.6 the non -Federal agency. The proposed language will meet the federal requirements, since it authorizes the Mayor, Director or City Engineer to sign all grant reimbursement vouchers for grant funded transportation projects. Record Retention Requirements (Page 16): The existing section is deleted and replaced with new wording to comply with the Code of Federal Regulations. The new section provides more specific information and requirements related to the selection and pricing on City contracts. Conflicts of Interest (Page 17): Additional language is added to address conflicts of interest related to a Federal Award. A Conflict of Disclosure Form is added and must be signed by the staff, Mayor and City Councilmembers who participate in the selection, award, or administration of a contract supported by a Federal Award. Safeguard Personally Identifiable Information (Page 18): This section is added to protect personally identifiable information such as social security numbers. Procurement of Products: Staff recommends increasing the thresholds when procuring products by telephone or written quotes. The procurement language is also revised to clarify that two quotes can be used when three can't be obtained after a reasonable search is conducted. Attachments: Attachment 1: Redline - Contracting & Purchasing Policy 2017 Attachment 2 - Contracting & Purchasing Policy 2017 Attachment 3 - Apprentice History 2012-2016 Packet Pg. 104 4.6.a City of Edmonds `-Oc. 1 $y" Contracti and Purchasin Policies and Procedures March 20173 Style Definition: Heading 1: Left Formatted: Font: (Default) Arial a� r a N 0 .O IL A M r` Formatted: Font: (Default) Arial N V 0 .N IL 06 a� L 0 U d r C d E L V fC r r Q Packet Pg. 105 4.6.a Table of Contents Paqe Policy....................................................................................................................................................24 Purpose................................................................................................................................................24 Authority..............................................................................................................................................24 Parameters...........................................................................................................................................24 Procurement of Products...................................................................................................................32 Procurement of Professional Services.............................................................................................32 A. Professional, Technical, and Other..........................................................................................32 B. Architectural, Engineering, and Land Surveyor Services(A/E)...............................................43 Grant Agreements and Grant Reimbursement Documents 4 Procurement of Public Works............................................................................................................53 BiddingRequirements........................................................................................................................64 BidProcedures.................................................................................................................................64 ApprenticeRequirements.................................................................................................................76 ResponsibleBidder Criteria.............................................................................................................99 SmallWorks Roster........................................................................................................................1344 Limited Pubic Works Process.....................................................................................................1442 Change Orders on Public Works Construction Contracts..........................................................1155a3 Formatted: Font: Not Bold Reimbursement of Expenses.........................................................................................................1543 OtherIssues....................................................................................................................................1543 InterlocalAgreements................................................................................................................1543 Sole Source Procurement..........................................................................................................1644 Special Market Conditions..........................................................................................................1644 Emergencies...............................................................................................................................1644 Record Retention Requirements................................................................................................1644 State Minimum Bidding Requirements.......................................................................................1645 Conflictsof Interest.....................................................................................................................1745 Formsand Templates................................................................................................................1715 Recyclables................................................................................................................................1745 SurplusItems..............................................................................................................................1845 StoreIssued Charge Cards........................................................................................................1845 PurchaseCards..........................................................................................................................1845 QuickChecks.............................................................................................................................184-5 EarlyRelease.............................................................................................................................1845 PettyCash..................................................................................................................................1845 BudgetAdjustments...................................................................................................................1846 Exclusive Contract Agreements.................................................................................................1846 Expenditures of Direct or Indirect Federal Financial Assistance................................................1846 Safeguard Personally Identifiable Information...........................................................................1846 FinanceCommittee....................................................................................................................1946 Conflict of Interest Disclosure Form.............................................................................................. 20 City of Edmonds Purchasing Policy MaFGh �-'^"April 2017 Page 1 of 21486 Packet Pg. 106 4.6.a Policy The City of Edmonds will acquire goods and services in a manner that results in the most efficient delivery of the same considering cost and value received. To avoid conflict of interest, procurement will be impartial. Procurement of goods and services will provide the City with the best quality for the best value and will be for the benefit of the public. Employees are prohibited from making purchases for personal use and charging any City vendor account. Purchases will be made within budget limits and to meet goals and objectives approved in the City's budget. Potential purchases that are not within budget limits will be pre -approved through a budget amendment process. All City purchases will ultimately be approved by the City Council through the voucher approval process. Purpose This administrative manual establishes City responsibilities and policies, procedures, and practices to follow to purchase equipment, materials, and services. All employees must follow established policies and procedures. The City's purchasing policies and procedures, however, are intended solely for the benefit of the City. Nothing therein shall be interpreted to create any specially benefited or protected class of persons, or any private cause of action against the City. Adherence to policies and procedures will ensure that public purchases and contracts are open, fair, and at the least cost to the public. Policies and procedures are divided into six major areas: 1) Procurement of Products, 2) Procurement of Professional Services, 3) Procurement of Public Works, 4) Bidding Requirements, 5) Reimbursement of Expenses, and 6) Other Issues. Authority A department director (or designee), acting within his/her department budget, is authorized to provide for supplies and services purchases. To ensure the City's fiscal responsibility, purchases are coordinated through the Finance Department. The City's procurement procedures are based on Revised Code of Washington minimum standards, Edmonds City Council adopted resolutions and ordinances, rules and guidelines from the State Auditor's Office, and recommendations from Municipal Research Services Center. Parameters Dollar -value ranges indicated pertain to each purchase (including tax, freight, handling and set up costs, if applicable). Purchases cannot be broken into multiple purchases to avoid compliance with State statutes and City policies. Procurement of goods or services specifically identified and approved by Council during the budget process are excluded from pre -approval requirements. Any contract that extends beyond the approved budget cycle or which has continuing provisions (indemnities) which impose obligations beyond the budget cycle must go to Council for authorization; provided that the Mayor (or designees) shall be authorized to execute contracts with indemnity provisions that survive expiration or termination of the contracts if the following conditions are met: (1) City Attorney determines that the indemnity provision is in a standard form that assigns risks in a manner consistent with the costs and purposes of the contract; and (2) the dollar value of the contract is less than $100,000. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 2 of 21486 Formatted: Font: (Default) Arial Packet Pg. 107 4.6.a Procurement of Products Purchasing decisions costing $50,000 or less must be approved by the department director (or designee). Purchases costing between $40-,09020,000 and $2-5-,00935,000 require at least three telephone quotes from vendors (unless the items are from a sole source vendor), and completion of the vendor quote form. Purchasing decisions costing more than $2—R-,00035,000 but less than $50,000 must be approved by the department director (or designees). Purchases require written quotations from, if possible, at least three vendors (unless the items are from a sole source vendor or if only two possible vendors can be found). Purchasing decisions costing more than $50,000 but less than $100,000 must be approved by the department director and the Mayor (or their designees). Purchases require written quotations from, if possible, at least three vendors (unless the items are from a sole source vendor or if only two possible vendors can be found). Purchases in excess of $100,000 must be bid competitively (unless the items are from a sole source vendor). See Bidding Requirements below. The City Council must authorize the call for bids for a purchase estimated at $100,000 or more, as well as award the contract. When soliciting quotes, the City will not inform a vendor of other vendors' quotes. All quotes/bids must be awarded to the lowest responsible bidder. Procurement of Professional Services A. Professional, Technical, and Other Services 1. Professional, Technical and Other services include disciplines not specifically related to A/E such as attorneys, computer programmers, financial analysts, bond counsels, artists, planners, real estate appraisers, landscapers, etc. 2. Purchase of professional services requires completion of a City professional service contract that describes services to be performed and purchase price. 3. The department director (or designee) must approve purchases of professional services costing $50,000 or less, and provided funds have been budgeted is authorized to sign the contract. 4. The department director and the Mayor (or their designees) must approve purchases of professional services costing more than $50,000 but less than $100,000. The Mayor is authorized to sign the contract provided funds have been budgeted. 5. Professional services with an estimated consultant fee of $100,000 or greater, require a focused public solicitation to ensure the consultant has the necessary expertise. If the work is not part of a project listed in the most current City Council Approved budget or CIP, a summary of the public solicitation must be put on the City Council agenda for approval prior to advertisement. The City Council must approve Professional Service contracts costing more than $100,000, and authorize the Mayor to sign the contract. 6. Expertise, experience, including prior experience with the City, timeframe for completing projects, and the value of a negotiated agreement will be considered when choosing a consultant/firm to perform professional services. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 3 of 21496 Formatted: Font: (Default) Arial Packet Pg. 108 4.6.a B. Architectural, Engineering and Land Surveyor Services (A/E) 1. Procurement of A/E services will be in accordance with Chapter 39.80 RCW. The statute requires advance notice of the need for professional services (RCW 39.80.030), evaluation of firms' qualifications and performance (RCW 39.80.040), and negotiation with firms in accordance with adjudged qualifications (RCW 39.80.050). A/E purchases will be coordinated through the Public Works Department to ensure compliance with State statutes. 2. The department director (or designee) are designated authority to approve advertising Requests for Qualifications (RFQ's) for A/E services when the estimated consultant contract fee is $50,000 or less and to approve proceeding with procurement of A/E services using the A/E Consultant Roster, provided funds have been budgeted by Council. 3. The department director and the Mayor (or their designees) must approve consultant contracts when the estimated consultant contract fee is greater than $50,000, but less than $100,000, provided funds have been budgeted.. The Mayor is authorized to sign the contract. 4. Per Resolution 1155 the City utilizes the A/E consultant roster maintained by Municipal Research and Services Center (MRSC). 5. Selection of an A/E consultant from the consultant roster may be made if the estimated consultant fee is $100,000 or less. 6. All projects with an estimated A/E consultant fee of $100,000 or greater, and projects that are sufficiently complex/unique will require a focused public solicitation advertised as a Request for Qualification (RFQ's) to ensure the A/E consultant has the necessary expertise. If the project is not listed in the City's current City Council Approved budget or CIP, a summary of the RFQ and project details must be put on the City Council agenda for approval prior to advertising the RFQ. The City Council must approve A/E Professional Service contracts costing more than $100,000, and authorize the Mayor to sign the contract. 7. A selection panel, with a minimum of three employees, shall be used to select an A/E consultant when the estimated consultant fee exceeds $100,000. A selection panel is optional when the A/E consultant fee is estimated to be less than $100,000. 8. Purchase of A/E services require completion of a City professional service contract that describes services to be performed and purchase price. Grant Agreements and Grant Reimbursement Documents The mayor shall be authorized to execute grant agreements for capital projects where the city council previously authorized the,project in the current capital improvement Formatted: Font. Arial program and., for growth -related projects, where the scope of the project is substantially Formatted: Font: Arial consistent with the project description in the capital facilities plan_ Formatted: Font: Arial .Once a grant agreement has been properly executed as provided above, the director of Formatted: Font: Arial the department overseeing the capital protect may execute documents necessary to Formatted: Font. (Default) Arias implement the grant agreement, including documents necessary for the city to be Formatted: Normal reimbursed by the granting agency. I City of Edmonds Purchasing Policy Ma�on13April 2017 Page 4 of 214N Packet Pg. 109 4.6.a The Federal Highway Administration, through the state,, ,sometimes authorizes federal Formatted: Font: Anal transportation funding to the CitV of Edmonds for transportation projects. The Code of Formatted: Font: Arial Federal Regulations, 2 CFR 200.415(a) has been revised to ensure that final fiscal reports or vouchers requesting payment under federal agreements must include the following certification, which, under this policy, may be signed bV the mayor, director, ,Or Formatted: Font: Anal city engineer, who are.herebV authorized to legally bind the city for the sole purpose of Formatted: Font: Anal requesting reimbursement for federally funded transportation projects to terms that are Formatted: Font: Arial consistent with the applicable grant agreement: Formatted: Font: Arial "By signing this report, I certify to the best of my knowledge and belief that the report is Formatted: Font: Arial true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, maV subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)." Procurement of Public Works RCW 39.04.010 defines public works to include all work, construction, alteration, repair or improvement other than ordinary maintenance, executed at the cost of the City. (Most public works projects are multiple craft, defined as more than one type of work being executed.) 1. City employees may be used to perform public works projects until the accumulated costs of public works projects performed by them during a budget cycle meets ten percent of the City's public works construction budget; PROVIDED that, for any public works project costing more than fifty -sixty-five thousand dollars, if multiple crafts or trades are involved, or thhly-forty thousand dollars, if only a single craft or trade is involved, must be bid competitively. See Bidding Requirements below. 2. Starting in January 1, 2010, the bid limits above will be sixty five thousand dollars and forty thousand dollars, respectively. 3. Once the accumulated cost of public works project performed by City employees during a budget cycle meets or exceeds ten percent of the City's public works construction budget, all other public works projects must be bid competitively, regardless of estimated costs. See Bidding Requirement below. 4. Public works projects are governed by prevailing wage requirements, regardless of contract amount. 5. Except as noted below for Small Works Roster or limited public works, a bid bond of five percent will be required on all public works bids, and a performance bond (or retainage for public works contracts of thirty five thousand dollars or less) will also be required pursuant to Chapter 39.08 RCW on public works contracts. I City of Edmonds Purchasing Policy Ma�on13April 2017 Page 5 of 21486 Formatted: Font: Not Bold, Not Italic Packet Pg. 110 4.6.a Bidding Requirements The competitive bid process is generally (although not exclusively) used for public works projects. Dollar -value ranges indicated pertain to each purchase (including tax, freight, handling and set up costs, if applicable). Purchases cannot be broken into multiple purchases to avoid compliance with State statutes or City policies and procedures. Negotiations on bids are not permitted. Bid Procedures 1. Authorization for Bids Authorization to call for bids will be approved by the department director (or designee) for public works projects estimated at less than $50,000; and by the department director and the Mayor (or their designees) for a public works project costing more than $50,000. If the project is not included in the current City Council Approved budget or CIP, the City Council must authorize the call for bids for a project estimated at $100,000 or more. 2. Publication of Notice After proper authorization, the requesting department director (or designee) will publish the advertisement for Bids reasonably in advance of the bid submittal deadline in the official newspaper or a newspaper of general circulation most likely to bring responsive bids. 3. Notice Contents Notice (or advertisement) for bids should contain definite specifications and procedures for bidders to use to estimate their bids. A bid notice for public work should include: project title, nature and scope of work or goods sought, where contract documents (plans and specifications) can be reviewed or obtained, cost, if any, to obtain a set of contract documents, place, date, and time that bids are due, place, date, and time that bids will be opened (if different from above), materials and equipment to be furnished by the City, if any, statement that a bid bond must accompany the bid for public works projects, and a statement that the City retains the right to reject any and all bids and to waive minor irregularities in the bidding process. In addition, the City may provide evaluation criteria; minimum qualification expectations; date, time, and location of pre -bid conference (if applicable); and name, address, and telephone number of the project contact to assist bidders in preparing responsive submittals. 4. Bid Opening Bids are submitted to the City Clerk's Office, where they are time and date stamped and processed. No bids will be opened prior to the predetermined date and time. 5. Report on Bids The requesting department director will report on all bids received with a recommendation on the lowest responsible bidder, if any, or to reject all bids. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 6 of 21486 Packet Pg. 111 4.6.a 6. Bid Award Unless all bids are rejected, a winning bid must be awarded to the lowest responsible bidder by the department director (or designee) for a public works project costing less than $50,000; and by the department director and the Mayor (or their designees) for a public works project costing more than $50,000 but less than $100,000. The City Council must award bids which exceed $100,000. The City may chose to reject all bids for any reason. The following shall apply to bid solicitations: • Selection of a winning offer is based primarily on low bid, after factoring whenever possible such costs as maintenance and operations over the expected period of use. Consideration, however, may also be given for the following: • Ability, capacity, expertise and skill of the bidder to perform the contract. • Character, integrity, reputation, judgment, experience, and efficiency of bidder. • Ability to perform within time specified. • Quality of performance of previous contract(s). • Other information having a bearing on the decision to award the contract. • Minimum qualifications must be provided to ensure respondents are reasonably qualified. Minimum qualification requirement should be compared against the marketplace to ensure they are not overly restrictive. • To ensure consistency and fair process, the City will use standard forms, documents, contracts, and terms and conditions, when practical. The Public Works & Finance Departments will maintain templates for bid -related documents for use by departments. The City may use an evaluation selection committee to promote an open and proper selection. The requesting department director will appoint committee members to act in an advisory capacity. • When practical, the City will conduct a pre -bid conference to allow a thorough discussion of the City's expectations, intent, scope, specifications, and terms. Interested companies should be encouraged to attend. • Every bidder for a public works contract that is expected to cost one million dollars or more must submit as part of the bid, or within one hour after the published bid submittal time, the names of the subcontractors with whom the bidder, if awarded the contract, will subcontract for performance of the work of: HVAC (heating, ventilation, and air conditioning); plumbing as described in chapter 18.106 RCW; and electrical as described in chapter 19.28 RCW, or to name itself for the work. The bidder shall not list more than one subcontractor for each category of work identified, unless subcontractors vary with bid alternates, in which case the prime contract bidder must indicate which subcontractor will be used for which alternate. Failure of bidder to submit as part of the bid the names of such subcontractors or to name itself to perform such work or the naming of two or more subcontractors to perform the same work shall render the bid nonresponsive and, therefore, void. • If no responsive bid is received on the first call the City may readvertise and make a second call, or without any further call, it may enter into a negotiated contract, purchase the supplies, material or equipment or perform the work or improvement using its own employees. Apprentice Requirements A. Definitions. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 7 of 21486 Packet Pg. 112 4.6.a 1. "Apprentice" means an apprentice enrolled in a state -approved apprenticeship training program. 2. "Contractor" means a person, corporation, partnership, limited liability company, or joint venture entering into a contract with the City to construct a public work. 3. "Labor hours" refers to the total number of hours worked by workers receiving an hourly wage who are directly employed on the site of the public work and who are subject to state or federal prevailing wage requirements. "Labor hours" shall also include hours worked by workers employed by subcontractors on the site of the public work, and shall include additional hours worked as a result of a contract or project adjustment or pursuant to an agreed -upon change order. 4. "Estimated cost' means the anticipated cost of a public work, as determined by the City, based upon the expected costs of materials, supplies, equipment, and labor, but excluding taxes and contingency funds. 5. "Public work" refers to all City funded construction projects that constitute a public work pursuant to RCW 39.04.010 as now or hereafter amended and estimated to cost $25all 000,000 or more. 6. "State -approved apprenticeship training program" means an apprenticeship program approved or recognized by the Washington State Apprenticeship and Training Council. 7. "Subcontractor" means a person, corporation, partnership, limited liability company, or joint venture that has contracted with the contractor to perform all or part of the work to construct a public work by a contractor. B. Apprentice utilization. Apprentices shall be utilized for the construction of public works by contractors and subcontractors in accordance with this section. 1. Apprenticeship utilization program goal. For public works contracts with an estimated cost of Two Hundred Fifty Thou One Million Dollars ($259 1 000,000) or more, the Director of Public Works, or his designee, is authorized to require that up to f+fteert ten percent (105%) of the contract labor hours, including contractor and subcontractor hours, be performed by apprentices. 2. Contract requirements. Contract documents for such public works construction projects shall include provisions detailing the apprentice labor requirements. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 8 of 21486 Packet Pg. 113 4.6.a 3. Monitoring. The City will include an Apprenticeship Utilization Form for contractors to complete when submitting their bid documents, which identifies the intended usage of apprentices by the contractor and any subcontractors. This document will require the identification of individual apprentices by name and Washington State apprenticeship registration number, an estimate of the total apprentice labor hours, and the identification of apprentice hours to be worked by minorities, women, persons with disabilities and disadvantaged youth. This provision is not intended and shall not be used to discriminate against any applicant for training. In addition, the City will require the submittal of an Apprenticeship Verification Form by the contractor at the conclusion of the public works project that will identify the actual work performed by apprentices for the contractor and subcontractors. 4. Failure to meet utilization goal. Failure by a contractor to comply with established apprenticeship requirements, unless otherwise adjusted or waived in writing as set forth below, shall be deemed a breach of contract for which the City shall be entitled to all remedies allowed by law under the contract. Failure to comply with the apprenticeship requirements may also be considered evidence bearing on a contractor's qualification for award of future contracts with the City. 5. Adjustment and waiver. The Director of Public Works, or his designee, may adjust or waive the requirements of this section for a specific project at any time for the following reasons: (a) The demonstrated lack of availability of apprentices in specific geographic areas; (b) A disproportionately high ratio of material costs to labor hours, which does not make feasible the required minimum levels of apprentice participation; (c) The reasonable and necessary requirements of the contract render apprentice utilization infeasible at the required levels; (d) In order to meet the requirement, the contractor will be forced to displace members of its workforce; (e) The participating contractor has demonstrated a good faith effort to comply with the requirements of this section; and/or Other criteria deemed appropriate that are not inconsistent with the purpose and goals of this section. Responsible Bidder Criteria A. Mandatory responsible bidder criteria. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 9 of 21486 Packet Pg. 114 4.6.a 1. The bidder responsibility criteria set forth in this section shall be used by the Public Works Department to establish the minimum requirements for all contractors and subcontractors bidding on City contracts for public work (as those terms are defined in RCW 39.04.010). The bid documents shall set forth the documentation to be submitted by bidders to demonstrate their compliance with the mandatory responsible bidder criteria. 2. To be considered a responsible bidder and qualified to be awarded a City contract for public work, the bidder must: (a) At the time of bid submittal, have a certificate of registration in compliance with chapter 18.27 RCW (contractor registration); (b) Have a current state unified business identifier (UBI) number; (c) If applicable, have: (i) industrial insurance coverage for the bidder's employees working in Washington as required in Title 51 RCW; (ii) a state employment security department number as required in Title 50 RCW; and (iii) a state excise tax registration number as required in Title 82 RCW; (d) Not be disqualified from bidding on any public works contract under RCW 39.06.010 or RCW 39.12.065(3); and (e) Until December 31, 2013, not have violated RCW 39.04.370 more than one time as determined by the State Department of Labor and Industries. 3. A bidder must verify mandatory responsibility criteria for each first tier subcontractor, and a subcontractor of any tier that hires other subcontractors must verify mandatory responsibility criteria for each of its subcontractors. Verification shall include that each subcontractor, at the time of subcontract execution, meets the responsibility criteria listed in RCW 39.04.350(1) and ECC 18.00.060 and possesses an electrical contractor license, if required by chapter 19.28 RCW, or an elevator contractor license, if required by chapter 70.87 RCW. This verification requirement, as well as the mandatory responsibility criteria, must be included in every public works contract and subcontract of every tier. B. Supplemental responsible bidder criteria. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 10 of 21496 Packet Pg. 115 4.6.a 1. In addition to the mandatory bidder responsibility criteria set forth in ECC 18.00.060 (A), the Public Works Department may adopt in connection with a particular project relevant supplemental bidder responsibility criteria which the bidder must meet. Those supplemental criteria, including the basis for evaluation and the deadlines for requesting modification of the supplemental bidder responsibility criteria and for appealing a determination that a low bidder is not responsible under the supplemental bidder responsibility criteria, shall be provided in the invitation to bid or bidding documents. 2. As relevant to a particular project, supplemental bidder responsibility criteria may be included to require that: (a) The bidder shall not owe delinquent taxes to the Washington State Department of Revenue without a payment plan approved by the Department of Revenue; (b) The bidder shall not currently be debarred or suspended by the federal government; (c) The bidder shall have complied with minority and women's business enterprises, disadvantaged business enterprises, or other similar utilization requirements or goals on federally -funded public works projects with such requirements completed by the bidder within three years of the bid submittal date, unless there are extenuating circumstances acceptable to the City; (d) The bidder shall not be listed as an ineligible contractor on the federal GSA Excluded Parties List System set forth by 31 U.S.0 § 6101 and Executive Order 13496; (e) If bidding on a public works project subject to the apprenticeship utilization requirements in ECC 18.00.050, the bidder: (i) shall not have been found out of compliance with apprenticeship requirements of ECC 18.00.050 unless otherwise excepted or waived in writing by the Mayor or the Mayor's designee pursuant to that section for a one-year period immediately preceding the date of the bid submittal deadline; and (ii) shall have complied with apprenticeship utilization goals on public works projects having such requirements that were completed by the bidder within a three-year period immediately preceding the date of the bid submittal deadline, unless there are extenuating circumstances acceptable to the City; (f) The bidder shall not have been convicted of a crime involving bidding on a public works contract within five years from the bid submittal deadline; (g) The bidder's standard subcontract form shall include the subcontractor responsibility language required by RCW 39.06.020, and the bidder shall have an established procedure which it utilizes to validate the responsibility of each of its subcontractors. The bidder's subcontract form shall also include a requirement that each of its subcontractors shall have and document a similar procedure to determine whether the sub -tier subcontractors with City of Edmonds Purchasing Policy Ma�on13April 2017 Page 11 of 21U6 Packet Pg. 116 4.6.a which it contracts are also "responsible" subcontractors as defined by RCW 39.06.020; (h) The bidder shall not have a record of excessive claims filed against the retainage or payment bonds for public works projects during the previous three years that demonstrate a lack of effective management by the bidder of making timely and appropriate payments to its subcontractors, suppliers, and workers, unless there are extenuating circumstances acceptable to the City; (i) The bidder shall have successfully completed projects of a similar size and scope as required by the contract documents for the project. In evaluating whether projects were successfully completed, the City may check owner references for previous projects and evaluate the owner's assessment of bidder performance, including but not limited to quality control, safety record, timeliness of performance, use of skilled personnel, management of subcontractors, availability of and use of appropriate equipment, compliance with contract documents, and management of submittals process, change orders and close-out; 0) The bidder shall not have had any public works contract terminated for cause by a government agency during the five year period immediately preceding the bid submittal deadline for the project, unless there are extenuating circumstances acceptable to the City; (k) The bidder shall not have judgments entered by a court of law against the bidder within five years of the bid submittal date that demonstrate a pattern of failing to meet the terms of contracts, unless there are extenuating circumstances acceptable to the City; and (1) The bidder shall not have a documented pattern of prevailing wage complaints filed against it within five years of the bid submittal date that demonstrates a failure to pay workers prevailing wages, unless there are extenuating circumstances acceptable to the City. 3. Supplemental bidder responsibility criteria may include any other criteria determined by the City to be relevant to the particular project being bid, including but not limited to the ability, capacity and skill of the bidder to perform, the experience and efficiency of the bidder, the financial situation of the bidder, and the performance of the bidder on previous contracts or services. 4. In a timely manner before the bid submittal deadline, a potential bidder may request that the City modify the supplemental bidder responsibility criteria. The City must evaluate the information submitted by the potential bidder and respond before the bid submittal deadline. If the evaluation results in a change of the criteria, the City must publish an addendum to the bidding documents identifying the modified criteria. 5. If the bidder fails to supply information requested concerning responsibility within the time and manner specified in the bid documents, the City may base its determination of responsibility upon any available information related to the supplemental criteria or may find the bidder not responsible. 6. If the City determines a bidder to be not responsible, the City must provide, in writing, the reasons for the determination. The bidder may appeal the determination within the time period specified in the bidding documents by presenting additional information to the City of Edmonds Purchasing Policy Ma�on13April 2017 Page 12 of 21486 Packet Pg. 117 4.6.a a� r a City. The City must consider the additional information before issuing its final determination. If the final determination affirms that the bidder is not responsible, the City y may not execute a contract with any other bidder until two business days after the bidder determined to be not responsible has received the final determination. p IL ,7. The invitation to bid or bidding documents shall specify the times, manner and Formatted: Font: Aral C means of communications, deadlines and determinations required by this section. Small Works Roster t The City of Edmonds has entered into an agreement with Municipal Research and Services Center, whereas they will maintain the Small Works Roster. d 06 Resolution 1155, passed November 5, 2007 established a small works roster process to award public works contracts, and is incorporated below. The Mayor (or designee) is authorized to proceed with }, procurement from the Rosters, provided funds have been budgeted by Council. ca L r Use of the Small Works Roster allows the City to preclude the advertisement requirements and sealed bidding procedures of the formal competitive process. All other bidding procedures and requirements not �j in conflict remain the same. CO) The following small works roster procedures are established for use by the City pursuant to RCW rn 39.04.155: Cost. The City need not comply with formal sealed bidding procedures for the construction, building, renovation, remodeling, alteration, repair, or improvement of real property where the estimated cost does not exceed Three Hundred Thousand Dollars ($300,000.00), which includes the costs of labor, material, equipment and sales and/or use taxes as applicable. Instead, the City may use the small works roster procedures for public works projects as set forth herein. The breaking of any project into units or accomplishing any projects by phases is prohibited if it is done for the purpose of avoiding the maximum dollar amount of a contract that may be let using the small works roster process. 2. Publication. At least once a year, on behalf of the City, MRSC shall publish in a newspaper of general circulation within the jurisdiction a notice of the existence of the roster or rosters and solicit the names of contractors for such roster or rosters. Responsible contractors shall be added to appropriate MRSC roster or rosters at any time that they submit a written request and necessary records. The City may require master contracts to be signed that become effective when a specific award is made using a small works roster. 3. Telephone or Written Quotations. The City shall obtain telephone, written or electronic quotations (in accordance with City of Edmonds Purchasing Policies and Procedures) for public works contracts from contractors on the appropriate small works roster to assure that a competitive price is established and to award contracts to a contractor who meets the mandatory bidder responsibility criteria in RCW 39.04.350(1) and any pre -establish supplementary bidder criteria under RCW 39.04.350(2). a) A contract awarded from a small works roster need not be advertised. Invitations for quotations shall include an estimate of the scope and nature of the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specifications need not be included in the invitation. b) Quotations may be invited from all appropriate contractors on the appropriate small works roster. As an alternative, quotations may be invited from at least five contractors on the appropriate small works roster who have indicated the capability of performing the kind of work being contracted, in a manner that will equitably distribute the opportunity among the contractors on the appropriate roster. "Equitably distribute" means that the City may not favor i City of Edmonds Purchasing Policy Ma�on13April 2017 Page 13 of 21486 Packet Pg. 118 4.6.a certain contractors on the appropriate small works roster over other contractors on the appropriate small works roster who perform similar services. If the estimated cost of the work is from one hundred fifty thousand dollars ($150,000) to three hundred thousand dollars ($300,000), and the City chooses to solicit bids from at least five, but less than all the appropriate contractors on the appropriate small works roster, the City must notify the remaining contractors on the appropriate small works roster that quotations on the work are being sought. The City has the sole option of determining whether this notice to the remaining contractors is made by: (i) publishing notice in a legal newspaper in general circulation in the area where the work is to be done; (ii) mailing a notice to these contractors; or (iii) sending a notice to these contractors by facsimile or email. c) At the time bids are solicited, the City representative shall not inform a contractor of the terms or amount of any other contractor's bid for the same project; d) A written record shall be made by the City representative of each contractor's bid on the project and of any conditions imposed on the bid. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection, and available by telephone inquiry. 4. Limited Public Works Process. If a work, construction, alteration, repair, or improvement project is estimated to cost less than thirty-five thousand dollars ($35,000), the City may award such a contract using the limited public works process provided under RCW 39.04.155(3). For a limited public works project, the City will solicit electronic or written quotations (note: no telephone quotations permitted) from a minimum of three contractors from the appropriate small works roster and shall award the contract to the lowest responsible bidder as defined under RCW 39.04.010. After an award is made, the quotations shall be open to public inspection and available by electronic request. For limited public works projects, the City may waive the payment and performance bond requirements of chapter 39.08 RCW and the retainage requirements of chapter 60.28 RCW, thereby assuming the liability for the contractor's nonpayment of laborers, mechanics, subcontractors, materialmen, suppliers, and taxes imposed under Title 82 RCW that may be due from the contractor for the limited public works project. However, the City shall have the right of recovery against the contractor for any payments made on the contractor's behalf. The City shall maintain a list of the contractors contacted and the contracts awarded during the previous 24 months under the limited public works process, including the name of the contractor, the contractor's registration number, the amount of the contract, a brief description of the type of work performed, and the date the contract was awarded. 5. Determining Lowest Responsible Bidder. The contract must be awarded to the contractor submitting the lowest responsible bid, or all bids must be rejected. If all bids are rejected, the City may call for new bids. A responsible bidder shall be a registered and/or licensed contractor who meets the mandatory bidder responsibility criteria established by RCW 39.04.350 and any supplementary criteria pre -established by the City. 6. Award. For contracts of $100,000 or more, the Mayor or his designee shall present all quotations/bids and recommendation for award of the contract to the lowest responsible bidder to the City Council for approval. For public works project contracts of less than $100,000, the Mayor or his designee shall have the authority to award public works contracts. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 14 of 21486 Packet Pg. 119 4.6.a Bond and Other Requirements. Vendors/contractors selected off the Small Works Roster are not relieved from observing applicable legal requirements such as Bid Bond, Performance Bond, Retainage Requirements, Prevailing Wage, Labor and Material Bonding, etc. The City may waive bid bond for any solicitation using the Small Works Roster process, and/or performance bond for any contract awarded using the limited public works process. Change Orders on Public Works Construction Contracts Approval of change orders on Public Works Construction Contracts shall be in accordance with the following requirements: 1. City Council members shall be notified by e-mail of any change order in excess of $50,000. 2. City Council approval shall be required for: a) any change order in excess of $100,000 b) any change order which puts the total of change orders on a project over the designated management reserve. c) If City Council approval is required for a change order, but circumstances require a speedier approval, the Mayor is authorized to approve the required work provided that the change order and a written statement of the special circumstances requiring speedier approval is placed on the next City Council agenda for review. Reimbursement of Expenses Travel and Meetina Expenses Travel or training requires the requesting department director's prior approval. Expenses incurred on authorized travel will be reimbursed as submitted on the required, itemized, Claim for Expenses form. Receipts must be submitted with the claim form for all expenses except meals. To qualify for reimbursement, submitted expenses must be within 30 days of incurrence, reasonable and prudent under the circumstances, and directly relate to the conduct of City business or service. Reimbursement for personal expenses is prohibited. Travel mileage by private vehicle is reimbursed at the City's established rate, which is the current IRS rate. Other Issues Interlocal Aareements Solicitation of bids/quotations is not required when purchases of materials, supplies, or equipment are made under State standard contracts or similar contracts executed by and through other local governments. The City Council must approve an interlocal agreement with the local government or State agency after confirming that the other government or agency has complied or intends to comply with its own statutory requirements and either (i) posted the bid or solicitation notice on a web site established and maintained by a public agency, purchasing cooperative, or similar service provider, for purposes of posting public notice of bid or proposal solicitations, or (ii) provided an access link on the state's web portal to the notice. Neither solicitation of bids/quotations nor interlocal agreement is required when purchasing materials, supplies, or equipment from or through the United States of America or any agency thereof (RCW 39.32.070). All internal procurement approval requirements must be observed and the process must comply with state statutory requirements. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 15 of 21486 Packet Pg. 120 4.6.a Sole Source Procurement If, after conducting a good faith review of available resources, the requesting department director determines that there is only one source of the required materials, supplies, equipment or service (including public works), a purchase may be awarded without complying with established bid requirements. The requesting department will submit a written request for sole source procurement with negotiated contract price, terms, conditions and delivery for approval. The vendor must certify that the City is getting the lowest price offered as compared to similarly situated clients, terms and conditions. Department directors can approve Sole Source purchases up to $50,000, the department director and the Mayor can approve sole source purchases costing more that $50,000 but less than $100,000. Council must approve sole source purchases costing more that $100,000. Immediately after the award of any sole source purchase, the factual basis for awarding the same must be recorded and open to public inspection. Special Market Conditions The City may waive established bidding requirements if an opportunity arises to purchase favorably - priced supplies, materials or equipment unrelated to public works projects that will be sold before the City can conduct the bid process. The City may waive established bidding requirements and acquire any supplies, materials, and equipment through an auction if the items can be purchased at a competitive price. Waiver will be authorized by the Mayor (or designee). Immediately after the award of any special market conditions contract, the contract and the factual basis for awarding the same must be recorded and open to public inspection. Emergencies In case of unforeseen circumstances beyond the control of the City that present a real and immediate threat to the City's ability to properly perform essential functions, or to City property or the safety of citizens and/or staff, the Mayor (or designee) can waive bid requirements to purchase supplies, materials, equipment or services to stabilize the emergency condition. Purchases must be properly documented as an emergency as soon as possible following the event. Within two weeks of confirming the emergency existed, the City Council will adopt a resolution certifying the emergency situation existed. Record Retention Requirements v d hen n'lohle 4e. ni lblin in eGtir.n The City must maintain records sufficient to detail the history of procurement. These Formatted: Font. (Default) Aral records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or resection, and the basis for the contract price. All quote/bid documents must be retained as indicated in the State of Washington Retention Schedule and be available for public inspection. State Minimum Bidding Requirements On a case by case basis, the City Council may waive any requirement contained in the City's purchasing policies and procedures as long as the result complies with applicable state laws. I City of Edmonds Purchasing Policy Ma�on13April 2017 Page 16 of 21486 Packet Pg. 121 4.6.a Conflicts of Interest The City will not accept donations of materials or services in return for a commitment to continue or initiate a purchasing agreement. No employee will participate in a procurement when they are aware of a conflict of interest, or accept gifts or gratuities from existing or potential vendors in return for a commitment to continue or initiate a purchasing relationship. See also RCW 42.23.030 and Chapter 3.70 ECC. The City n maintains wfitter>-the following standards of conduct covering conflicts of interest and - Formatted: Font: (Default) Arial, 10 pt governing the performance of its employees engaged in the selection, award and administration of contracts. No employee or elected official of the City niustcan participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee or elected official, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The employees and elected officials of the City must neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, in accordance with Section 10.14 of the City Personnel Policy, this requirement is waived if the benefit received is not substantial or is of nominal value. These standards of conduct rust -provide for disciplinary actions to be applied for violations of such standards by employees or elected officials of the City. Employees participating in the selection, award, or administration of a contract supporteds by a Federal Formatted: Left Award must complete and sign a Conflict of Interest Disclosure Form, below in Exhibit 1. Forms and Templates Purchasing forms and templates may be obtained from the public directory. Recyclables Every effort will be made to use products made from recycled materials if such products are available, of acceptable quality, and generally priced the same as similar, non -recycled products (Resolution 766). City of Edmonds Purchasing Policy MaFGh �-'^"April 2017 Page 17 of 21486 Formatted: Font: (Default) Arial Packet Pg. 122 4.6.a Surplus Items The City may acquire property from another governmental entity on mutually agreeable terms without soliciting bids/quotations. Store -Issued Charge Cards It is sometimes necessary to use store -issued charge cards. The Department Managers will request prior approval from the Finance Director or designee before establishing account. Purchase Cards Purchase cards can be issued with the approval of the Finance Director. They are to be used solely for City -authorized business purposes. See Credit Card Policy. Quick Checks Quick checks may be issued to avoid incurring penalties, interest, or late charges. Submit requests for quick checks to the Finance Department. Quick checks will be approved by the Finance Director or designee. Departments should avoid requests for quick checks by informing vendors of invoice deadlines and payment schedules. Early Release Any checks requiring an early release must be approved by the Finance Director or designee. Departments should avoid requests for early release by informing vendors of invoice deadlines and payment schedules. Petty Cash Petty cash funds cover minor disbursements. Employees may be reimbursed from petty cash funds for authorized purchases that total less than the established, petty -cash limit. Budget Adjustments Department directors (or designees) must ensure that purchases are initiated only when departmental appropriations are sufficient to cover the anticipated cost. Expenditures that exceed departmental appropriations require the Mayor's approval via the Budget Adjustment Request Form. Exclusive Contract Agreements The City may enter into an exclusive contract with a vendor in order to ensure the lowest prices on goods and/or services unrelated to architecture, engineering, land survey or public works requiring competitive bidding. All departments must use exclusive vendor unless special circumstances such as emergencies, vendor does not carry exact product, etc. Expenditures of Direct or Indirect Federal Financial Assistance Prior to contracting for goods or services which will be paid for with either direct or indirect Federal financial assistance, where vendors have not signed a self certification, vendors must be checked against the Excluded Parties List System to assure they have not been suspended/debarred and are prohibited from receiving federal funds (http://www.epls.gov/). Documentation of verification must be retained and available for audit. See related Grant and Intergovernmental Loan Policy. Safeguard Personally Identifiable Information The City shall take reasonable measures to safeguard protected, personally identifiable I City of Edmonds Purchasing Policy Ma�on13April 2017 Page 18 of 214,96 Formatted: Font: (Default) Arial Formatted: Normal Packet Pg. 123 4.6.a information and other information the Federal awarding agency or pass -through entity designates as sensitive or the non -Federal entity considers sensitive consistent with applicable Federal, state, local and tribal laws regarding privacy and obligations of confidentiality. Finance Committee The Finance Committee, composed of two Council members and the Finance Director, will review and update the City of Edmonds' purchasing and accounts payable policies and procedures, as necessary. I City of Edmonds Purchasing Policy Ma�on13April 2017 Page 19 of 21496 Formatted: Font: (Default) Arial rn t U CO) CD M Packet Pg. 124 4.6.a EXHIBIT 1 Formatted: Font: (Default) Anal, 14 p caps City of Edmonds, WA Formatted: Centered CONFLICT OF INTEREST DISCLOSURE FORM FOR CITY COUNCIL MEMBERS, MAYOR, DIRECTORS, and STAFF Name (please print) Date Position It is the policy of the City of Edmonds to address how issues of actual, potential and perceived conflicts of interest involving elected officials, directors, and employees of the City should be identified, disclosed and managed. This form is designed to identify and disclose known conflicts in an effort to properly mange them. I have read the City of Edmonds's Conflict of Interest policy and understand that as an employee/Elected Official of the City of Edmonds it is my obligation to act in a manner which promotes the best interests of the City and to avoid conflicts of interest when making decisions and taking actions on behalf of the City of Edmonds. My answers to this disclosure form are correctly stated to the best of my knowledge and belief. Should a possible conflict of interest arise in my responsibilities to the City of Edmonds, I recognize that I have the obligation to notify, based on my position, the appropriate designated individual (Director, Mayor, City Council member), and to abstain from any participation in the matter until the City of Edmonds can determine whether a conflict exists and how that conflict shall be resolved. If any relevant changes occur in my affiliations, duties, or financial circumstances, I recognize that I have a continuing obligation to file an amended "Conflict of Interest Disclosure Form" with the appropriate designated department. I understand that the information on this form is solely for use by the City of Edmonds and is considered confidential information. Release to external parties will be only when required by law. Please complete the following questions, and submit this form to the Human Resources Director of the City of Edmonds. 1. Are you or a member of vour immediate family an officer. director. trustee. partner (aeneral or limited), employee or regularly retained consultant of any company, firm or organization that presently has business dealings with the City of Edmonds or which might reasonably be expected to have business dealings with the City of Edmonds in the coming year? Yes No If yes, please list the name of the company, firm or organization, the position held, and the nature of the business which is currently being conducted with the City of Edmonds or which may reasonably be expected to be conducted with the City of Edmonds in the coming_year: City of Edmonds Purchasing Policy Marsh 2013April 2017 Page 4-204 of 214-96 Packet Pg. 125 4.6.a EXHIBIT 1 2. Do you or does any member of your immediate family have a financial interest, direct or indirect, in a company, firm or organization which currently has business dealings with the City of Edmonds or which may reasonably be expected to have such business dealings with the City of Edmonds in the coming_year? Yes No If yes, please list the name of the company, firm or organization, the nature of the interest and the name of the person holding the interest, and the nature of the business which is currently being conducted with the City of Edmonds or which may reasonably be expected to be conducted with the City of Edmonds in the coming year: 3. Do you or does any member of your immediate family have a financial or personal interest in an entity in which the City of Edmonds has a financial or other vested interest. Yes No If yes, please provide details below: 4. Have you or an immediate family member accepted gifts, gratuities, lodging, dining, or entertainment that might reasonably appear to influence your judgment or actions concerning the business of the Citv of Edmonds? Yes No If yes, please provide details below: 5. Do you have anv other interest or role in a firm or oraanization. where that interest or relationship might reasonably be expected to create an impression or suspicion among the public having knowledge of your acts that you engaged in conduct in violation of your trust as a trustee, officer, Director or staff member? Yes No If yes, please provide details below: Please add additional pages as needed. If any material changes to the responses provided on this disclosure form occur, the trustee, officer or employee is required to update the information on this form in writing, and submit the update to the City of Edmonds Human Resources Director. Form reviewed by: Remedial Action(s) to be taken: The City of Edmonds will follow-up on all recommended actions to ensure compliance. City of Edmonds Purchasing Policy Marsh 2013April 2017 Page 4-204 of 214-96 Formatted: Font: (Default) Anal, 14 p caps Formatted: Centered Packet Pg. 126 4.6.b City of Edmonds "Oe 1 gym Contracting and Purchasing Policies and Procedures March 2017 Packet Pg. 127 4.6.b Table of Contents Pace Policy......................................................................................................................................................2 Purpose..................................................................................................................................................2 Authority................................................................................................................................................2 Parameters.............................................................................................................................................2 Procurement of Products.....................................................................................................................3 Procurement of Professional Services...............................................................................................3 A. Professional, Technical, and Other............................................................................................3 B. Architectural, Engineering, and Land Surveyor Services(A/E).................................................4 Grant Agreements and Grant Reimbursement Documents ............................................................. 4 Procurement of Public Works..............................................................................................................5 BiddingRequirements..........................................................................................................................6 BidProcedures...................................................................................................................................6 Apprentice Requirements...................................................................................................................7 ResponsibleBidder Criteria...............................................................................................................9 SmallWorks Roster............................................................................................................................11 Limited Pubic Works Process.........................................................................................................13 Change Orders on Public Works Construction Contracts.............................................................13 Reimbursement of Expenses.............................................................................................................14 OtherIssues........................................................................................................................................14 InterlocalAgreements....................................................................................................................14 Sole Source Procurement..............................................................................................................14 SpecialMarket Conditions..............................................................................................................15 Emergencies...................................................................................................................................15 Record Retention Requirements....................................................................................................15 State Minimum Bidding Requirements...........................................................................................15 Conflictsof Interest.........................................................................................................................15 Formsand Templates....................................................................................................................16 Recyclables....................................................................................................................................16 SurplusItems..................................................................................................................................16 StoreIssued Charge Cards............................................................................................................16 PurchaseCards..............................................................................................................................16 QuickChecks.................................................................................................................................16 EarlyRelease.................................................................................................................................16 PettyCash......................................................................................................................................16 BudgetAdjustments.......................................................................................................................16 Exclusive Contract Agreements.....................................................................................................17 Expenditures of Direct or Indirect Federal Financial Assistance....................................................17 Safeguard Personally Identifiable Information...............................................................................17 FinanceCommittee........................................................................................................................17 Conflict of Interest Dislclosure Form................................................................................................18 aD r a a� .2 0 (L a� c t L) L 3 a 06 a� c R L r c 0 U c� City of Edmonds Purchasing Policy April 2017 Page 1 of 19 Packet Pg. 128 4.6.b Policy The City of Edmonds will acquire goods and services in a manner that results in the most efficient delivery of the same considering cost and value received. To avoid conflict of interest, procurement will be impartial. Procurement of goods and services will provide the City with the best quality for the best value and will be for the benefit of the public. Employees are prohibited from making purchases for personal use and charging any City vendor account. Purchases will be made within budget limits and to meet goals and objectives approved in the City's budget. Potential purchases that are not within budget limits will be pre -approved through a budget amendment process. All City purchases will ultimately be approved by the City Council through the voucher approval process. Purpose This administrative manual establishes City responsibilities and policies, procedures, and practices to follow to purchase equipment, materials, and services. All employees must follow established policies and procedures. The City's purchasing policies and procedures, however, are intended solely for the benefit of the City. Nothing therein shall be interpreted to create any specially benefited or protected class of persons, or any private cause of action against the City. Adherence to policies and procedures will ensure that public purchases and contracts are open, fair, and at the least cost to the public. Policies and procedures are divided into six major areas: 1) Procurement of Products, 2) Procurement of Professional Services, 3) Procurement of Public Works, 4) Bidding Requirements, 5) Reimbursement of Expenses, and 6) Other Issues. Authority A department director (or designee), acting within his/her department budget, is authorized to provide for supplies and services purchases. To ensure the City's fiscal responsibility, purchases are coordinated through the Finance Department. The City's procurement procedures are based on Revised Code of Washington minimum standards, Edmonds City Council adopted resolutions and ordinances, rules and guidelines from the State Auditor's Office, and recommendations from Municipal Research Services Center. Parameters Dollar -value ranges indicated pertain to each purchase (including tax, freight, handling and set up costs, if applicable). Purchases cannot be broken into multiple purchases to avoid compliance with State statutes and City policies. Procurement of goods or services specifically identified and approved by Council during the budget process are excluded from pre -approval requirements. Any contract that extends beyond the approved budget cycle or which has continuing provisions (indemnities) which impose obligations beyond the budget cycle must go to Council for authorization; provided that the Mayor (or designees) shall be authorized to execute contracts with indemnity provisions that survive expiration or termination of the contracts if the following conditions are met: (1) City Attorney determines that the indemnity provision is in a standard form that assigns risks in a manner consistent with the costs and purposes of the contract; and (2) the dollar value of the contract is less than $100,000. City of Edmonds Purchasing Policy April 2017 Page 2 of 19 Packet Pg. 129 4.6.b Procurement of Products Purchasing decisions costing $50,000 or less must be approved by the department director (or designee). Purchases costing between $20,000 and $35,000 require at least three telephone quotes from vendors (unless the items are from a sole source vendor), and completion of the vendor quote form. Purchasing decisions costing more than $35,000 but less than $50,000 must be approved by the department director (or designees). Purchases require written quotations from, if possible, at least three vendors (unless the items are from a sole source vendor or if only two possible vendors can be found). Purchasing decisions costing more than $50,000 but less than $100,000 must be approved by the department director and the Mayor (or their designees). Purchases require written quotations from, if possible, at least three vendors (unless the items are from a sole source vendor or if only two possible vendors can be found). Purchases in excess of $100,000 must be bid competitively (unless the items are from a sole source vendor). See Bidding Requirements below. The City Council must authorize the call for bids for a purchase estimated at $100,000 or more, as well as award the contract. When soliciting quotes, the City will not inform a vendor of other vendors' quotes. All quotes/bids must be awarded to the lowest responsible bidder. Procurement of Professional Services A. Professional, Technical, and Other Services 1. Professional, Technical and Other services include disciplines not specifically related to A/E such as attorneys, computer programmers, financial analysts, bond counsels, artists, planners, real estate appraisers, landscapers, etc. 2. Purchase of professional services requires completion of a City professional service contract that describes services to be performed and purchase price. 3. The department director (or designee) must approve purchases of professional services costing $50,000 or less, and provided funds have been budgeted is authorized to sign the contract. 4. The department director and the Mayor (or their designees) must approve purchases of professional services costing more than $50,000 but less than $100,000. The Mayor is authorized to sign the contract provided funds have been budgeted. Professional services with an estimated consultant fee of $100,000 or greater, require a focused public solicitation to ensure the consultant has the necessary expertise. If the work is not part of a project listed in the most current City Council Approved budget or CIP, a summary of the public solicitation must be put on the City Council agenda for approval prior to advertisement. The City Council must approve Professional Service contracts costing more than $100,000, and authorize the Mayor to sign the contract. Expertise, experience, including prior experience with the City, timeframe for completing projects, and the value of a negotiated agreement will be considered when choosing a consultant/firm to perform professional services. City of Edmonds Purchasing Policy April 2017 Page 3 of 19 Packet Pg. 130 4.6.b B. Architectural, Engineering and Land Surveyor Services (A/E) 1. Procurement of A/E services will be in accordance with Chapter 39.80 RCW. The statute requires advance notice of the need for professional services (RCW 39.80.030), evaluation of firms' qualifications and performance (RCW 39.80.040), and negotiation with firms in accordance with adjudged qualifications (RCW 39.80.050). A/E purchases will be coordinated through the Public Works Department to ensure compliance with State statutes. 2. The department director (or designee) are designated authority to approve advertising Requests for Qualifications (RFQ's) for A/E services when the estimated consultant contract fee is $50,000 or less and to approve proceeding with procurement of A/E services using the A/E Consultant Roster, provided funds have been budgeted by Council. 3. The department director and the Mayor (or their designees) must approve consultant contracts when the estimated consultant contract fee is greater than $50,000, but less than $100,000, provided funds have been budgeted. The Mayor is authorized to sign the contract. 4. Per Resolution 1155 the City utilizes the A/E consultant roster maintained by Municipal Research and Services Center (MRSC). 5. Selection of an A/E consultant from the consultant roster may be made if the estimated consultant fee is $100,000 or less. All projects with an estimated A/E consultant fee of $100,000 or greater, and projects that are sufficiently complex/unique will require a focused public solicitation advertised as a Request for Qualification (RFQ's) to ensure the A/E consultant has the necessary expertise. If the project is not listed in the City's current City Council Approved budget or CIP, a summary of the RFQ and project details must be put on the City Council agenda for approval prior to advertising the RFQ. The City Council must approve A/E Professional Service contracts costing more than $100,000, and authorize the Mayor to sign the contract. A selection panel, with a minimum of three employees, shall be used to select an A/E consultant when the estimated consultant fee exceeds $100,000. A selection panel is optional when the A/E consultant fee is estimated to be less than $100,000. Purchase of A/E services require completion of a City professional service contract that describes services to be performed and purchase price. Grant Agreements and Grant Reimbursement Documents The Mayor shall be authorized to execute grant agreements for capital projects where the City Council previously authorized the project in the current Capital Improvement Program and, for growth -related projects, where the scope of the project is substantially consistent with the project description in the Capital Facilities Plan. Once a grant agreement has been properly executed as provided above, the director of the department overseeing the capital project may execute documents necessary to implement the grant agreement, including documents necessary for the city to be reimbursed by the granting agency. The Federal Highway Administration, through the State, sometimes authorizes Federal transportation funding to the City of Edmonds for transportation projects. The Code of Federal Regulations, 2 CFR 200.415(a) has been revised to ensure that final fiscal reports or vouchers requesting payment under Federal agreements must include the following certification, which, under the this policy, may be signed by the Mayor, Director, or City Engineer, who are hereby authorized to legally bind the City for the sole purpose of requesting reimbursement for Federally funded transportation project to terms that are City of Edmonds Purchasing Policy April 2017 Page 4 of 19 Packet Pg. 131 4.6.b consistent with the applicable grant agreement. "By signing this report, I certify to the best of my knowledge and belief that the report is true, complete and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)." Procurement of Public Works RCW 39.04.010 defines public works to include all work, construction, alteration, repair or improvement other than ordinary maintenance, executed at the cost of the City. (Most public works projects are multiple craft, defined as more than one type of work being executed.) 1. City employees may be used to perform public works projects until the accumulated costs of public works projects performed by them during a budget cycle meets ten percent of the City's public works construction budget; PROVIDED that, for any public works project costing more than sixty-five thousand dollars, if multiple crafts or trades are involved, or forty thousand dollars, if only a single craft or trade is involved, must be bid competitively. See Bidding Requirements below. 2. Starting in January 1, 2010, the bid limits above will be sixty five thousand dollars and forty thousand dollars, respectively. 3. Once the accumulated cost of public works project performed by City employees during a budget cycle meets or exceeds ten percent of the City's public works construction budget, all other public works projects must be bid competitively, regardless of estimated costs. See Bidding Requirement below. 4. Public works projects are governed by prevailing wage requirements, regardless of contract amount. 5. Except as noted below for Small Works Roster or limited public works, a bid bond of five percent will be required on all public works bids, and a performance bond (or retainage for public works contracts of thirty five thousand dollars or less) will also be required pursuant to Chapter 39.08 RCW on public works contracts. Bidding Requirements The competitive bid process is generally (although not exclusively) used for public works projects. Dollar -value ranges indicated pertain to each purchase (including tax, freight, handling and set up costs, if applicable). Purchases cannot be broken into multiple purchases to avoid compliance with State statutes or City policies and procedures. Negotiations on bids are not permitted. Bid Procedures 1. Authorization for Bids Authorization to call for bids will be approved by the department director (or designee) for public works projects estimated at less than $50,000; and by the department director and the Mayor (or their designees) for a public works project costing more than $50,000. If the project is not included in the current City Council Approved budget or CIP, the City Council must authorize the call for bids for a project estimated at $100,000 or more. 2. Publication of Notice After proper authorization, the requesting department director (or designee) will publish the advertisement for Bids reasonably in advance of the bid submittal deadline in the official newspaper or a newspaper of general circulation most likely to bring responsive bids. City of Edmonds Purchasing Policy April 2017 Page 5 of 19 Packet Pg. 132 4.6.b 3. Notice Contents Notice (or advertisement) for bids should contain definite specifications and procedures for bidders to use to estimate their bids. A bid notice for public work should include: - project title, - nature and scope of work or goods sought, - where contract documents (plans and specifications) can be reviewed or obtained, - cost, if any, to obtain a set of contract documents, - place, date, and time that bids are due, - place, date, and time that bids will be opened (if different from above), - materials and equipment to be furnished by the City, if any, - statement that a bid bond must accompany the bid for public works projects, and a - statement that the City retains the right to reject any and all bids and to waive minor irregularities in the bidding process. In addition, the City may provide evaluation criteria; minimum qualification expectations; date, time, and location of pre -bid conference (if applicable); and name, address, and telephone number of the project contact to assist bidders in preparing responsive submittals. 4. Bid Opening Bids are submitted to the City Clerk's Office, where they are time and date stamped and processed. No bids will be opened prior to the predetermined date and time. 5. Report on Bids The requesting department director will report on all bids received with a recommendation on the lowest responsible bidder, if any, or to reject all bids. 6. Bid Award Unless all bids are rejected, a winning bid must be awarded to the lowest responsible bidder by the department director (or designee) for a public works project costing less than $50,000; and by the department director and the Mayor (or their designees) for a public works project costing more than $50,000 but less than $100,000. The City Council must award bids which exceed $100,000. The City may choose to reject all bids for any reason. The following shall apply to bid solicitations: • Selection of a winning offer is based primarily on low bid, after factoring whenever possible such costs as maintenance and operations over the expected period of use. Consideration, however, may also be given for the following: • Ability, capacity, expertise and skill of the bidder to perform the contract. • Character, integrity, reputation, judgment, experience, and efficiency of bidder. • Ability to perform within time specified. • Quality of performance of previous contract(s). • Other information having a bearing on the decision to award the contract. City of Edmonds Purchasing Policy April 2017 Page 6 of 19 Packet Pg. 133 4.6.b • Minimum qualifications must be provided to ensure respondents are reasonably qualified. Minimum qualification requirement should be compared against the marketplace to ensure they are not overly restrictive. • To ensure consistency and fair process, the City will use standard forms, documents, contracts, and terms and conditions, when practical. The Public Works & Finance Departments will maintain templates for bid -related documents for use by departments. The City may use an evaluation selection committee to promote an open and proper selection. The requesting department director will appoint committee members to act in an advisory capacity. • When practical, the City will conduct a pre -bid conference to allow a thorough discussion of the City's expectations, intent, scope, specifications, and terms. Interested companies should be encouraged to attend. • Every bidder for a public works contract that is expected to cost one million dollars or more must submit as part of the bid, or within one hour after the published bid submittal time, the names of the subcontractors with whom the bidder, if awarded the contract, will subcontract for performance of the work of: HVAC (heating, ventilation, and air conditioning); plumbing as described in chapter 18.106 RCW; and electrical as described in chapter 19.28 RCW, or to name itself for the work. The bidder shall not list more than one subcontractor for each category of work identified, unless subcontractors vary with bid alternates, in which case the prime contract bidder must indicate which subcontractor will be used for which alternate. Failure of bidder to submit as part of the bid the names of such subcontractors or to name itself to perform such work or the naming of two or more subcontractors to perform the same work shall render the bid nonresponsive and, therefore, void. • If no responsive bid is received on the first call the City may re -advertise and make a second call, or without any further call, it may enter into a negotiated contract, purchase the supplies, material or equipment or perform the work or improvement using its own employees. Apprentice Requirements A. Definitions. 1. "Apprentice" means an apprentice enrolled in a state -approved apprenticeship training program. 2. "Contractor" means a person, corporation, partnership, limited liability company, or joint venture entering into a contract with the City to construct a public work. 3. "Labor hours" refers to the total number of hours worked by workers receiving an hourly wage who are directly employed on the site of the public work and who are subject to state or federal prevailing wage requirements. "Labor hours" shall also include hours worked by workers employed by subcontractors on the site of the public work, and shall include additional hours worked as a result of a contract or project adjustment or pursuant to an agreed -upon change order. 4. "Estimated cost" means the anticipated cost of a public work, as determined by the City, based upon the expected costs of materials, supplies, equipment, and labor, but excluding taxes and contingency funds. 5. "Public work" refers to all City funded construction projects that constitute a public work pursuant to RCW 39.04.010 as now or hereafter amended and estimated to cost $1,000,000 or more. 6. "State -approved apprenticeship training program" means an apprenticeship program approved or recognized by the Washington State Apprenticeship and Training Council. City of Edmonds Purchasing Policy April 2017 Page 7 of 19 Packet Pg. 134 4.6.b 7. "Subcontractor" means a person, corporation, partnership, limited liability company, or joint venture that has contracted with the contractor to perform all or part of the work to construct a public work by a contractor. B. Apprentice utilization. Apprentices shall be utilized for the construction of public works by contractors and subcontractors in accordance with this section. 1. Apprenticeship utilization program goal. For public works contracts with an estimated cost of One Million Dollars $1,000,000) or more, the Director of Public Works, or his designee, is authorized to require that up to ten percent (10%) of the contract labor hours, including contractor and subcontractor hours, be performed by apprentices. 2. Contract requirements. Contract documents for such public works construction projects shall include provisions detailing the apprentice labor requirements. 3. Monitoring. The City will include an Apprenticeship Utilization Form for contractors to complete when submitting their bid documents, which identifies the intended usage of apprentices by the contractor and any subcontractors. This document will require the identification of individual apprentices by name and Washington State apprenticeship registration number, an estimate of the total apprentice labor hours, and the identification of apprentice hours to be worked by minorities, women, persons with disabilities and disadvantaged youth. This provision is not intended and shall not be used to discriminate against any applicant for training. In addition, the City will require the submittal of an Apprenticeship Verification Form by the contractor at the conclusion of the public works project that will identify the actual work performed by apprentices for the contractor and subcontractors. 4. Failure to meet utilization goal. Failure by a contractor to comply with established apprenticeship requirements, unless otherwise adjusted or waived in writing as set forth below, shall be deemed a breach of contract for which the City shall be entitled to all remedies allowed by law under the contract. Failure to comply with the apprenticeship requirements may also be considered evidence bearing on a contractor's qualification for award of future contracts with the City. 5. Adjustment and waiver. The Director of Public Works, or his designee, may adjust or waive the requirements of this section for a specific project at any time for the following reasons: (a) The demonstrated lack of availability of apprentices in specific geographic areas; (b) A disproportionately high ratio of material costs to labor hours, which does not make feasible the required minimum levels of apprentice participation; (c) The reasonable and necessary requirements of the contract render apprentice utilization infeasible at the required levels; (d) In order to meet the requirement, the contractor will be forced to displace members of its workforce; (e) The participating contractor has demonstrated a good faith effort to comply with the requirements of this section; and/or Other criteria deemed appropriate that are not inconsistent with the purpose and goals of this section City of Edmonds Purchasing Policy April 2017 Page 8 of 19 Packet Pg. 135 4.6.b Responsible Bidder Criteria A. Mandatory responsible bidder criteria. 1. The bidder responsibility criteria set forth in this section shall be used by the Public Works Department to establish the minimum requirements for all contractors and subcontractors bidding on City contracts for public work (as those terms are defined in RCW 39.04.010). The bid documents shall set forth the documentation to be submitted by bidders to demonstrate their compliance with the mandatory responsible bidder criteria. 2. To be considered a responsible bidder and qualified to be awarded a City contract for public work, the bidder must: (a) At the time of bid submittal, have a certificate of registration in compliance with chapter 18.27 RCW (contractor registration); (b) Have a current state unified business identifier (UBI) number; (c) If applicable, have: (i) industrial insurance coverage for the bidder's employees working in Washington as required in Title 51 RCW; (ii) a state employment security department number as required in Title 50 RCW; and (iii) a state excise tax registration number as required in Title 82 RCW; (d) Not be disqualified from bidding on any public works contract under RCW 39.06.010 or RCW 39.12.065(3); and (e) Until December 31, 2013, not have violated RCW 39.04.370 more than one time as determined by the State Department of Labor and Industries. 3. A bidder must verify mandatory responsibility criteria for each first tier subcontractor, and a subcontractor of any tier that hires other subcontractors must verify mandatory responsibility criteria for each of its subcontractors. Verification shall include that each subcontractor, at the time of subcontract execution, meets the responsibility criteria listed in RCW 39.04.350(1) and ECC 18.00.060 and possesses an electrical contractor license, if required by chapter 19.28 RCW, or an elevator contractor license, if required by chapter 70.87 RCW. This verification requirement, as well as the mandatory responsibility criteria, must be included in every public works contract and subcontract of every tier. B. Supplemental responsible bidder criteria. 1. In addition to the mandatory bidder responsibility criteria set forth in ECC 18.00.060 (A), the Public Works Department may adopt in connection with a particular project relevant supplemental bidder responsibility criteria which the bidder must meet. Those supplemental criteria, including the basis for evaluation and the deadlines for requesting modification of the supplemental bidder responsibility criteria and for appealing a determination that a low bidder is not responsible under the supplemental bidder responsibility criteria, shall be provided in the invitation to bid or bidding documents. 2. As relevant to a particular project, supplemental bidder responsibility criteria may be included to require that: City of Edmonds Purchasing Policy April 2017 Page 9 of 19 Packet Pg. 136 4.6.b (a) The bidder shall not owe delinquent taxes to the Washington State Department of Revenue without a payment plan approved by the Department of Revenue; (b) The bidder shall not currently be debarred or suspended by the federal government; (c) The bidder shall have complied with minority and women's business enterprises, disadvantaged business enterprises, or other similar utilization requirements or goals on federally -funded public works projects with such requirements completed by the bidder within three years of the bid submittal date, unless there are extenuating circumstances acceptable to the City; (d) The bidder shall not be listed as an ineligible contractor on the federal GSA Excluded Parties List System set forth by 31 U.S.0 § 6101 and Executive Order 13496; (e) If bidding on a public works project subject to the apprenticeship utilization requirements in ECC 18.00.050, the bidder: (i) shall not have been found out of compliance with apprenticeship requirements of ECC 18.00.050 unless otherwise excepted or waived in writing by the Mayor or the Mayor's designee pursuant to that section for a one-year period immediately preceding the date of the bid submittal deadline; and (ii) shall have complied with apprenticeship utilization goals on public works projects having such requirements that were completed by the bidder within a three-year period immediately preceding the date of the bid submittal deadline, unless there are extenuating circumstances acceptable to the City; (f) The bidder shall not have been convicted of a crime involving bidding on a public works contract within five years from the bid submittal deadline; (g) The bidder's standard subcontract form shall include the subcontractor responsibility language required by RCW 39.06.020, and the bidder shall have an established procedure which it utilizes to validate the responsibility of each of its subcontractors. The bidder's subcontract form shall also include a requirement that each of its subcontractors shall have and document a similar procedure to determine whether the sub -tier subcontractors with which it contracts are also "responsible" subcontractors as defined by RCW 39.06.020; (h) The bidder shall not have a record of excessive claims filed against the retainage or payment bonds for public works projects during the previous three years that demonstrate a lack of effective management by the bidder of making timely and appropriate payments to its subcontractors, suppliers, and workers, unless there are extenuating circumstances acceptable to the City; (i) The bidder shall have successfully completed projects of a similar size and scope as required by the contract documents for the project. In evaluating whether projects were successfully completed, the City may check owner references for previous projects and evaluate the owner's assessment of bidder performance, including but not limited to quality control, safety record, City of Edmonds Purchasing Policy April 2017 Page 10 of 19 Packet Pg. 137 4.6.b timeliness of performance, use of skilled personnel, management of subcontractors, availability of and use of appropriate equipment, compliance with contract documents, and management of submittals process, change orders and close-out; Q) The bidder shall not have had any public works contract terminated for cause by a government agency during the five year period immediately preceding the bid submittal deadline for the project, unless there are extenuating circumstances acceptable to the City; (k) The bidder shall not have judgments entered by a court of law against the bidder within five years of the bid submittal date that demonstrate a pattern of failing to meet the terms of contracts, unless there are extenuating circumstances acceptable to the City; and (1) The bidder shall not have a documented pattern of prevailing wage complaints filed against it within five years of the bid submittal date that demonstrates a failure to pay workers prevailing wages, unless there are extenuating circumstances acceptable to the City. 3. Supplemental bidder responsibility criteria may include any other criteria determined by the City to be relevant to the particular project being bid, including but not limited to the ability, capacity and skill of the bidder to perform, the experience and efficiency of the bidder, the financial situation of the bidder, and the performance of the bidder on previous contracts or services. 4. In a timely manner before the bid submittal deadline, a potential bidder may request that the City modify the supplemental bidder responsibility criteria. The City must evaluate the information submitted by the potential bidder and respond before the bid submittal deadline. If the evaluation results in a change of the criteria, the City must publish an addendum to the bidding documents identifying the modified criteria. 5. If the bidder fails to supply information requested concerning responsibility within the time and manner specified in the bid documents, the City may base its determination of responsibility upon any available information related to the supplemental criteria or may find the bidder not responsible. 6. If the City determines a bidder to be not responsible, the City must provide, in writing, the reasons for the determination. The bidder may appeal the determination within the time period specified in the bidding documents by presenting additional information to the City. The City must consider the additional information before issuing its final determination. If the final determination affirms that the bidder is not responsible, the City may not execute a contract with any other bidder until two business days after the bidder determined to be not responsible has received the final determination. 7. The invitation to bid or bidding documents shall specify the times, manner and means of communications, deadlines and determinations required by this section. Small Works Roster The City of Edmonds has entered into an agreement with Municipal Research and Services Center, whereas they will maintain the Small Works Roster. Resolution 1155, passed November 5, 2007 established a small works roster process to award public works contracts, and is incorporated below. The Mayor (or designee) is authorized to proceed with procurement from the Rosters, provided funds have been budgeted by Council. City of Edmonds Purchasing Policy April 2017 Page 11 of 19 Packet Pg. 138 4.6.b Use of the Small Works Roster allows the City to preclude the advertisement requirements and sealed bidding procedures of the formal competitive process. All other bidding procedures and requirements not in conflict remain the same. The following small works roster procedures are established for use by the City pursuant to RCW 39.04.155: Cost. The City need not comply with formal sealed bidding procedures for the construction, building, renovation, remodeling, alteration, repair, or improvement of real property where the estimated cost does not exceed Three Hundred Thousand Dollars ($300,000.00), which includes the costs of labor, material, equipment and sales and/or use taxes as applicable. Instead, the City may use the small works roster procedures for public works projects as set forth herein. The breaking of any project into units or accomplishing any projects by phases is prohibited if it is done for the purpose of avoiding the maximum dollar amount of a contract that may be let using the small works roster process. 2. Publication. At least once a year, on behalf of the City, MRSC shall publish in a newspaper of general circulation within the jurisdiction a notice of the existence of the roster or rosters and solicit the names of contractors for such roster or rosters. Responsible contractors shall be added to appropriate MRSC roster or rosters at any time that they submit a written request and necessary records. The City may require master contracts to be signed that become effective when a specific award is made using a small works roster. 3. Telephone or Written Quotations. The City shall obtain telephone, written or electronic quotations (in accordance with City of Edmonds Purchasing Policies and Procedures) for public works contracts from contractors on the appropriate small works roster to assure that a competitive price is established and to award contracts to a contractor who meets the mandatory bidder responsibility criteria in RCW 39.04.350(1) and any pre -establish supplementary bidder criteria under RCW 39.04.350(2). a) A contract awarded from a small works roster need not be advertised. Invitations for quotations shall include an estimate of the scope and nature of the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specifications need not be included in the invitation. b) Quotations may be invited from all appropriate contractors on the appropriate small works roster. As an alternative, quotations may be invited from at least five contractors on the appropriate small works roster who have indicated the capability of performing the kind of work being contracted, in a manner that will equitably distribute the opportunity among the contractors on the appropriate roster. "Equitably distribute" means that the City may not favor certain contractors on the appropriate small works roster over other contractors on the appropriate small works roster who perform similar services. If the estimated cost of the work is from one hundred fifty thousand dollars ($150,000) to three hundred thousand dollars ($300,000), and the City chooses to solicit bids from at least five, but less than all the appropriate contractors on the appropriate small works roster, the City must notify the remaining contractors on the appropriate small works roster that quotations on the work are being sought. The City has the sole option of determining whether this notice to the remaining contractors is made by: (i) publishing notice in a legal newspaper in general circulation in the area where the work is to be done; (ii) mailing a notice to these contractors; or (iii) sending a notice to these contractors by facsimile or email. City of Edmonds Purchasing Policy April 2017 Page 12 of 19 Packet Pg. 139 4.6.b c) At the time bids are solicited, the City representative shall not inform a contractor of the terms or amount of any other contractor's bid for the same project; d) A written record shall be made by the City representative of each contractor's bid on the project and of any conditions imposed on the bid. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection, and available by telephone inquiry. 4. Limited Public Works Process. If a work, construction, alteration, repair, or improvement project is estimated to cost less than thirty-five thousand dollars ($35,000), the City may award such a contract using the limited public works process provided under RCW 39.04.155(3). For a limited public works project, the City will solicit electronic or written quotations (note: no telephone quotations permitted) from a minimum of three contractors from the appropriate small works roster and shall award the contract to the lowest responsible bidder as defined under RCW 39.04.010. After an award is made, the quotations shall be open to public inspection and available by electronic request. For limited public works projects, the City may waive the payment and performance bond requirements of chapter 39.08 RCW and the retainage requirements of chapter 60.28 RCW, thereby assuming the liability for the contractor's nonpayment of laborers, mechanics, subcontractors, materialmen, suppliers, and taxes imposed under Title 82 RCW that may be due from the contractor for the limited public works project. However, the City shall have the right of recovery against the contractor for any payments made on the contractor's behalf. The City shall maintain a list of the contractors contacted and the contracts awarded during the previous 24 months under the limited public works process, including the name of the contractor, the contractor's registration number, the amount of the contract, a brief description of the type of work performed, and the date the contract was awarded. 5. Determining Lowest Responsible Bidder. The contract must be awarded to the contractor submitting the lowest responsible bid, or all bids must be rejected. If all bids are rejected, the City may call for new bids. A responsible bidder shall be a registered and/or licensed contractor who meets the mandatory bidder responsibility criteria established by RCW 39.04.350 and any supplementary criteria pre -established by the City. 6. Award. For contracts of $100,000 or more, the Mayor or his designee shall present all quotations/bids and recommendation for award of the contract to the lowest responsible bidder to the City Council for approval. For public works project contracts of less than $100,000, the Mayor or his designee shall have the authority to award public works contracts. 7. Bond and Other Requirements. Vendors/contractors selected off the Small Works Roster are not relieved from observing applicable legal requirements such as Bid Bond, Performance Bond, Retainage Requirements, Prevailing Wage, Labor and Material Bonding, etc. The City may waive bid bond for any solicitation using the Small Works Roster process, and/or performance bond for any contract awarded using the limited public works process. Change Orders on Public Works Construction Contracts Approval of change orders on Public Works Construction Contracts shall be in accordance with the following requirements: 1. City Council members shall be notified by e-mail of any change order in excess of $50,000. 2. City Council approval shall be required for: a) any change order in excess of $100,000 b) any change order which puts the total of change orders on a project over the designated City of Edmonds Purchasing Policy April 2017 Page 13 of 19 Packet Pg. 140 4.6.b management reserve. c) If City Council approval is required for a change order, but circumstances require a speedier approval, the Mayor is authorized to approve the required work provided that the change order and a written statement of the special circumstances requiring speedier approval is placed on the next City Council agenda for review. Reimbursement of Expenses Travel and Meetina Expenses Travel or training requires the requesting department director's prior approval. Expenses incurred on authorized travel will be reimbursed as submitted on the required, itemized, Claim for Expenses form. Receipts must be submitted with the claim form for all expenses except meals. To qualify for reimbursement, submitted expenses must be within 30 days of incurrence, reasonable and prudent under the circumstances, and directly relate to the conduct of City business or service. Reimbursement for personal expenses is prohibited. Travel mileage by private vehicle is reimbursed at the City's established rate, which is the current IRS rate. Other Issues Interlocal Aareements Solicitation of bids/quotations is not required when purchases of materials, supplies, or equipment are made under State standard contracts or similar contracts executed by and through other local governments. The City Council must approve an interlocal agreement with the local government or State agency after confirming that the other government or agency has complied or intends to comply with its own statutory requirements and either (i) posted the bid or solicitation notice on a web site established and maintained by a public agency, purchasing cooperative, or similar service provider, for purposes of posting public notice of bid or proposal solicitations, or (ii) provided an access link on the state's web portal to the notice. Neither solicitation of bids/quotations nor interlocal agreement is required when purchasing materials, supplies, or equipment from or through the United States of America or any agency thereof (RCW 39.32.070). All internal procurement approval requirements must be observed and the process must comply with state statutory requirements. Sole Source Procurement If, after conducting a good faith review of available resources, the requesting department director determines that there is only one source of the required materials, supplies, equipment or service (including public works), a purchase may be awarded without complying with established bid requirements. The requesting department will submit a written request for sole source procurement with negotiated contract price, terms, conditions and delivery for approval. The vendor must certify that the City is getting the lowest price offered as compared to similarly situated clients, terms and conditions. Department directors can approve Sole Source purchases up to $50,000, the department director and the Mayor can approve sole source purchases costing more than $50,000 but less than $100,000. Council must approve sole source purchases costing more than $100,000. Immediately after the award of any sole source purchase, the factual basis for awarding the same must be recorded and open to public inspection. City of Edmonds Purchasing Policy April 2017 Page 14 of 19 Packet Pg. 141 4.6.b Special Market Conditions The City may waive established bidding requirements if an opportunity arises to purchase favorably - priced supplies, materials or equipment unrelated to public works projects that will be sold before the City can conduct the bid process. The City may waive established bidding requirements and acquire any supplies, materials, and equipment through an auction if the items can be purchased at a competitive price. Waiver will be authorized by the Mayor (or designee). Immediately after the award of any special market conditions contract, the contract and the factual basis for awarding the same must be recorded and open to public inspection. Emergencies In case of unforeseen circumstances beyond the control of the City that present a real and immediate threat to the City's ability to properly perform essential functions, or to City property or the safety of citizens and/or staff, the Mayor (or designee) can waive bid requirements to purchase supplies, materials, equipment or services to stabilize the emergency condition. Purchases must be properly documented as an emergency as soon as possible following the event. Within two weeks of confirming the emergency existed, the City Council will adopt a resolution certifying the emergency situation existed. Record Retention Requirements The City must maintain records sufficient to detail the history of procurement. These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. All quote/bid documents must be retained as indicated in the State of Washington Retention Schedule and be available for public inspection. State Minimum Bidding Requirements On a case by case basis, the City Council may waive any requirement contained in the City's purchasing policies and procedures as long as the result complies with applicable state laws. Conflicts of Interest The City will not accept donations of materials or services in return for a commitment to continue or initiate a purchasing agreement. No employee will participate in a procurement when they are aware of a conflict of interest, or accept gifts or gratuities from existing or potential vendors in return for a commitment to continue or initiate a purchasing relationship. See also RCW 42.23.030 and Chapter 3.70 ECC. The City maintains the following standards of conduct covering conflicts of interest and governing the performance of its employees engaged in the selection, award and administration of contracts. No employee or elected official of the City can participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee or elected official, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The employees and elected officials of the City must neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, in accordance with Section 10.14 of the City Personnel Policy, this requirement is waived if the benefit received is not substantial or is of nominal value. These standards of conduct provide for disciplinary actions to be applied for violations of such standards by employees or elected officials of the City. City of Edmonds Purchasing Policy April 2017 Page 15 of 19 Packet Pg. 142 4.6.b Employees participating in the selection, award, or administration of a contract supported by a Federal Award must complete and sign a Conflict of Interest Disclosure Form, below in Exhibit 1. Forms and Templates Purchasing forms and templates may be obtained from the public directory. Recyclables Every effort will be made to use products made from recycled materials if such products are available, of acceptable quality, and generally priced the same as similar, non -recycled products (Resolution 766). Surplus Items The City may acquire property from another governmental entity on mutually agreeable terms without soliciting bids/quotations. Store -Issued Charge Cards It is sometimes necessary to use store -issued charge cards. The Department Managers will request prior approval from the Finance Director or designee before establishing account. Purchase Cards Purchase cards can be issued with the approval of the Finance Director. They are to be used solely for City -authorized business purposes. See Credit Card Policy. Quick Checks Quick checks may be issued to avoid incurring penalties, interest, or late charges. Submit requests for quick checks to the Finance Department. Quick checks will be approved by the Finance Director or designee. Departments should avoid requests for quick checks by informing vendors of invoice deadlines and payment schedules. Early Release Any checks requiring an early release must be approved by the Finance Director or designee. Departments should avoid requests for early release by informing vendors of invoice deadlines and payment schedules. Petty Cash Petty cash funds cover minor disbursements. Employees may be reimbursed from petty cash funds for authorized purchases that total less than the established, petty -cash limit. Budget Adjustments Department directors (or designees) must ensure that purchases are initiated only when departmental appropriations are sufficient to cover the anticipated cost. Expenditures that exceed departmental appropriations require the Mayor's approval via the Budget Adjustment Request Form. City of Edmonds Purchasing Policy April 2017 Page 16 of 19 Packet Pg. 143 4.6.b Exclusive Contract Aareements The City may enter into an exclusive contract with a vendor in order to ensure the lowest prices on goods and/or services unrelated to architecture, engineering, land survey or public works requiring competitive bidding. All departments must use exclusive vendor unless special circumstances such as emergencies, vendor does not carry exact product, etc. Expenditures of Direct or Indirect Federal Financial Assistance Prior to contracting for goods or services which will be paid for with either direct or indirect Federal financial assistance, where vendors have not signed a self certification, vendors must be checked against the Excluded Parties List System to assure they have not been suspended/debarred and are prohibited from receiving federal funds (http://www.epls.gov/). Documentation of verification must be retained and available for audit. See related Grant and Intergovernmental Loan Policy. Safeguard Personally Identifiable Information The City shall take reasonable measures to safeguard protected, personally identifiable information and other information the Federal awarding agency or pass -through entity designates as sensitive or the non - Federal entity considers sensitive consistent with applicable Federal, state, local and tribal laws regarding privacy and obligations of confidentiality. Finance Committee The Finance Committee, composed of two Council members and the Finance Director, will review and update the City of Edmonds' purchasing and accounts payable policies and procedures, as necessary. City of Edmonds Purchasing Policy April 2017 Page 17 of 19 Packet Pg. 144 4.6.b EXHIBIT 1 City of Edmonds, WA CONFLICT OF INTEREST DISCLOSURE FORM FOR CITY COUNCIL MEMBERS, MAYOR, DIRECTORS, and STAFF Name (please print) Date Position It is the policy of the City of Edmonds to address how issues of actual, potential and perceived conflicts of interest involving elected officials, directors, and employees of the City should be identified, disclosed and managed. This form is designed to identify and disclose known conflicts in an effort to properly manage them. I have read the City of Edmonds's Conflict of Interest policy and understand that as an employee/Elected Official of the City of Edmonds it is my obligation to act in a manner which promotes the best interests of the City and to avoid conflicts of interest when making decisions and taking actions on behalf of the City of Edmonds. My answers to this disclosure form are correctly stated to the best of my knowledge and belief. Should a possible conflict of interest arise in my responsibilities to the City of Edmonds, I recognize that have the obligation to notify, based on my position, the appropriate designated individual (Director, Mayor, City Council member), and to abstain from any participation in the matter until the City of Edmonds can determine whether a conflict exists and how that conflict shall be resolved. If any relevant changes occur in my affiliations, duties, or financial circumstances, I recognize that I have a continuing obligation to file an amended "Conflict of Interest Disclosure Form" with the appropriate designated department. I understand that the information on this form is solely for use by the City of Edmonds and is considered confidential information. Release to external parties will be only when required by law. Signature Date Please complete the following questions, and submit this form to the Human Resources Director of the City of Edmonds. 1. Are you or a member of your immediate family an officer, director, trustee, partner (general or limited), employee or regularly retained consultant of any company, firm or organization that presently has business dealings with the City of Edmonds or which might reasonably be expected to have business dealings with the City of Edmonds in the coming year? Yes No If yes, please list the name of the company, firm or organization, the position held, and the nature of the business which is currently being conducted with the City of Edmonds or which may reasonably be expected to be conducted with the City of Edmonds in the coming year: 2. Do you or does any member of your immediate family have a financial interest, direct or indirect, in a company, firm or organization which currently has business dealings with the City of Edmonds or which may reasonably be expected to have such business dealings with the City of Edmonds in the coming year? Yes No If yes, please list the name of the company, firm or organization, the nature of the interest and the name of the person holding the interest, and the nature of the business which is currently being conducted with the City of Edmonds or which may reasonably be expected to be conducted with the City of Edmonds in the coming year: City of Edmonds Purchasing Policy April 2017 Page 19 of 19 Packet Pg. 145 4.6.b EXHIBIT 1 3. Do you or does any member of your immediate family have a financial or personal interest in an entity in which the City of Edmonds has a financial or other vested interest. Yes No If yes, please provide details below: 4. Have you or an immediate family member accepted gifts, gratuities, lodging, dining, or entertainment that might reasonably appear to influence your judgment or actions concerning the business of the City of Edmonds? Yes No If yes, please provide details below: 5. Do you have any other interest or role in a firm or organization, where that interest or relationship might reasonably be expected to create an impression or suspicion among the public having knowledge of your acts that you engaged in conduct in violation of your trust as a trustee, officer, Director or staff member? Yes No If yes, please provide details below: Please add additional pages as needed. If any material changes to the responses provided on this disclosure form occur, the trustee, officer or employee is required to update the information on this form in writing, and submit the update to the City of Edmonds Human Resources Director. Form reviewed by: Remedial Action(s) to be taken: The City of Edmonds will follow-up on all recommended actions to ensure compliance. City of Edmonds Purchasing Policy April 2017 Page 19 of 19 Packet Pg. 146 Apprentice History 2012-2016 4.6.c Apprentice Yr of Contract Amount Apprentice Goal Goal Met Award Projects Grants PM (Award) Contractor Required (Yes/No) (Yes/No) Actual % Comments Already had apprentice on payroll 2012 2012 Waterline Replacement Ed $ 652,000 D&G Backhoe Yes Yes 18.9% prior to contract - existing Union sl 2012 Talbot Drainage Impr Jaime $ 317,179 Kamins Yes No 0.0% 2012 19 Sewer Lift Stations Rehab Jaime $ 3,862,240 Razz Construction Yes No 7.0% Estimate for actual goal. One apprentice on payroll from 20 2013 2013 Waterline Replacement ED $ 1,300,000 D&G Backhoe Yes No 10.3% H2O project had graduated Sewerline Replacement Phase 1 (2012 2013 Sewer Project) ED $ 1,230,000 Shoreline Construction Yes Yes 19.7% Existing Union Shop Project concurrent with Phase I Se, Sewerline Replacement Phase 2 (2013 See Phase Project; not enough apprentices tc 2014 ISewer Project) ED $ 1,780,000 Shoreline Construction Yes No I Sewer around Waiver - contractor will be forced 1 displace members of its own 2014 2014 Waterline Replacement Henry $ 1,474,497 Earthwork Enterprises Yes No 0.0% workforce Waiver - contractor will be forced 1 displace members of its own 2014 Citywide Stormwater Improvements Henry $ 337,759 D & G Backhoe Yes No 0.0% workforce Contractor's apprentice left during the job prompting contractor to se and receive - good faith effort 2015 2015 Waterline Replacement Ryan $ 2,195,457 D&G Backhoe Yes Y/N 9.0% exemption during construction Waiver - contractor will be forced 1 displace members of its own 2015 2015 Sewerline Replacement Henry $ 1,090,411 Buno Construction Yes No 10.6% workforce Waiver - contractor will be forced 1 displace members of its own 2015 City Spray Park X Henry $ 728,920 Wyser Construction Yes No 12.4% workforce Company family member is one of 2016 SW Edmonds 105th/106th Ed $ 492,000 Rodarte Construction Yes Yes 16.3% apprentices. Firm has stated they do not emplo 2016 2016 CIPP Ed $ 1,030,000 Insituform Technologies Yes No apprentices. 2016 2016 Sewerline Replacement Jaime Karvel Construction Yes TBD TBD Project still active 2016 2016 Waterline Replacement Henry $ 1,147,402 D & G Backhoe Yes Yes 23.3% 2016 Fishing Pier X I Henry $ 1,004,318 Razz Construction Yes Yes 16.7% M Os m 0 N N 0 N O Ar 2 2 d U r— (1) L EI a Packet Pg. 147 4.7 City Council Agenda Item Meeting Date: 04/25/2017 Interlocal Agreement with Snohomish Health District regarding Sale of Rucker Building Staff Lead: Patrick Doherty Department: City Clerk's Office Preparer: Scott Passey Background/History On September 27, 1990 Snohomish County, along with the cities and towns, including the City of Edmonds, entered into an interlocal agreement (the "1990 ILA") to provide for the acquisition of a facility for the Snohomish Health District ("the District") known as the "Rucker Building." The District purchased the Rucker Building for $5,150,000 in October 1990. The City of Edmonds contributed a total of $160,071 in a series of six payments from 1990 through 1995. The District's then -Deputy Director Rick Mockler indicated to the 1990 ILA members that they would each own an interest in the Rucker Building. In 1995 The District paid off the acquisition loan in full, at which time the 1990 ILA expired, leaving unclear whether any continuing property interest continued to accrue to the parties. Indeed the District is the sole entity listed on the current deed and title. Since that time the District has assumed all financial responsibility for utilities, ongoing operations and maintenance, and capital improvements. Last Fall the Board of Health and senior leadership began discussing the option to sell the Rucker Building as part of its 2017 budget preparations. This lead to the Board of Health's unanimous approval of Resolution 17-03 on January 10, 2017 indicating its intent to surplus and sell the Rucker Building, as well as encouraging the County and the cities and towns that were party to the original 1990 ILA to relinquish any potential ownership and/or financial interest in the property. Please see attached a 10/18/16 memo from District Accounting Supervisor Dan LeFree to District Deputy Director/Chief Operating Officer Pete Mayer, as well as 12/22/16 letter to Snohomish County and City leaders from Board of Health Chair Brian Sullivan and District Deputy Director Peter Mayer. Staff Recommendation Approve ILA and authorization for Mayor to execute ILA on 4/25/17 City Council Consent Agenda. Narrative At this time the Rucker Building is officially on the market and is listed by Kidder Mathews, retained by the District. The Board of Health's real estate committee has indicated a preference to purchase a new location for long-term financial viability (i.e., pay outright and not have ongoing annual lease or loan payments). However, the ILA does include a provision to consider leasing a building, depending on market conditions, timing, etc. The new facility sought by the District should consist of approximately 30,000 square feet and be located within the greater Everett vicinity, with parking and near major Packet Pg. 148 4.7 transit lines. If a new building is purchased, it is estimated that net residual proceeds would run from $2-4 million for a capital fund intended to secure a more long-term financial stability to account for future physical plant needs and/or program fund support. Selling the Building in the near term would also eliminate up $1- 1.5 million in expenditures earmarked in the 2017 budget for needed HVAC replacements. If the District ends up leasing space, they will likely keep the majority of the sale proceeds in a capital/reserve fund for lease and facility -related expenses, together with an eventual purchase in the future. More details of the District's intended sale of the Rucker Building and potential purchase and/or lease of a new building can be found in the attached 4/5/17 letter from District Interim Administrator Jefferson Ketchel. At this time the District proposes that the original signatory jurisdictions to the 1990 ILA, including the City of Edmonds, officially relinquish any potential financial interest in the Rucker Building, pursuant to the proposed Interlocal Agreement, including a Quit Claim Deed, which relinquishes and conveys any potential financial or property interest in the Rucker Building (attached). Attachments: ILA SHD-Edmonds—Rucker Bldg SHD letter 4-5-17 SHD memo 10-18-16 & letter 12-22-16 Packet Pg. 149 4.7.a INTERLOCAL AGREEMENT BETWEEN THE SNOHOMISH HEALTH DISTRICT AND THE CITY OF EDMONDS RELINQUISHING OF POTENTIAL CLAIM OF OWNERSHIP OR FINANCIAL INTEREST IN THE RUCKER BUILDING This Interlocal Agreement is entered into pursuant to Chapter 39.34 RCW by and between the SNOHOMISH HEALTH DISTRICT, a Washington Municipal Corporation (the Health District) and the City of Edmonds, a municipal corporation of the State of Washington (the City) — collectively (the Parties), for the purpose of relinquishing any potential claim of ownership or financial interest in the Rucker Building located at 3020 Rucker Ave., Everett, Washington. RECITALS WHEREAS, This Agreement is made pursuant to the Interlocal Cooperation Act, Chapter 39.34 RCW; and WHEREAS, the Snohomish Health District was originally established by resolution of Snohomish County Board of County Commissioners on November 24, 1958, with an effective date of January 1, 1959; and WHEREAS, the Snohomish Health District is an independent municipal corporation, incorporated under the provisions of Chapter 70.46RCW with Snohomish County, and cities and towns within Snohomish County as members of the Snohomish Health District; and WHEREAS, the Snohomish Health District, under provisions of RCW 70.46.100, has the power and authority to purchase, own, lease, and maintain real property and property rights necessary for the conduct of its affairs; and WHEREAS, the County, along with the cities and towns, entered into an interlocal agreement executed on September 27, 1990 (the 1990 ILA"), to provide for the acquisition of a facility for the Snohomish Health District known as the "Rucker Building"; and WHEREAS, the 1990 ILA provided for the financing of the purchase of the facility at 3020 Rucker Avenue in Everett, based on an equitable formula basis totaling $5,150,000; and WHEREAS, in 1995 the Snohomish Health District paid off the loan to acquire the building in full, thereby satisfying the terms of the 1990 ILA; and WHEREAS, the deed and title to the Rucker Building are vested in the Snohomish Health District, and the Snohomish Health District has assumed all financial responsibility for utilities, ongoing operations and maintenance, and capital improvements; and WHEREAS, the Snohomish Health District is interested in moving into a smaller building, either purchased or leased, with remaining dollars to be invested into a new capital fund; and WHEREAS, the Snohomish Health District Board of Health unanimously approved Resolution 17- 03 on January 10, 2017, signifying its intent to surplus and sell the Rucker Building, and encouraged the cities, towns, and Snohomish County to relinquish any potential ownership and financial interest; and WHEREAS, public health is a shared responsibility, and an effective public health response to the threats to public health in Snohomish County which requires regional cooperation, participation and support from cities, towns and the County; ILA SHD—RUCKER BUILDING I of 7 Revised Draft 2-2-17 Packet Pg. 150 4.7.a WHEREAS, cities, towns and the County have authority to make contributions toward the support of public health and such contributions benefit the public health and welfare of the citizens of such cities, towns and the County; NOW, THEREFORE, in consideration of the agreements set forth below and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the City and the Health District agree as follows: Purpose. A. The recitals set forth above are incorporated herein by this reference. B. The purpose of this Agreement is to relinquish any potential ownership and financial interest in 3020 Rucker Avenue in Everett, Washington. 2. Term. The term of this Agreement shall commence and be effective upon full execution and filing or recording pursuant to paragraph 15 below and shall continue indefinitely. 3. Responsibilities of the City and the Snohomish Health District. A. Responsibilities of the City. Within ten (10) calendar days of full execution of this agreement, the City agrees to execute a Quit Claim Deed in the form attached as Exhibit A conveying any and all interest, if any, the City may have in the real property known as the Rucker Building. The legal description of the subject property is encompassed within the Quit Claim Deed in Exhibit A. The executed Quit Claim Deed shall be sent to the Snohomish Health District for recording. B. Responsibilities of the Snohomish Health District. The Snohomish Health District agrees to use all net proceeds from the sale of Rucker Building to move into a smaller building, purchased or leased, with remaining proceeds to be placed into a new capital fund to be dedicated by the Snohomish Health District for operation and maintenance of said new building and associated property. If purchased, title to such new property shall be vested in Snohomish Health District. 4. Public Benefit. The City has had the opportunity to conduct due diligence concerning its potential ownership and financial interest it may have, if any, to the Rucker Building and agrees to waive, relinquish and convey the same. The City and the Snohomish Health District agree that if the City does have a financial or ownership interest in the Rucker Building, that such interest is of approximately equal or lesser value than the public health services provided by the Snohomish Health District to the City and its citizens. 5. Legal Requirements. Both parties shall comply with all applicable federal, state and local laws in performing this Agreement. 6. Public Disclosure Laws. The City and the Snohomish Health District each acknowledge, agree and understand that the other party is a public agency subject to certain disclosure laws, including, but not limited to Washington's Public Records Act, chapter 42.56 RCW. Each party understands that records related to this Agreement and the District's performance of services under this Agreement may be subject to disclosure pursuant to the Public Records Act or other similar law. ILA SHD_RUCKER BUILDING Revised Draft 2-2-17 2of7 Packet Pg. 151 4.7.a 7. Insurance. Each party shall maintain its own insurance and/or self-insurance for its liabilities from damage to property and/or injuries to persons arising out of its activities associated with this Agreement as it deems reasonably appropriate and prudent. The maintenance of, or lack thereof of insurance and/or self-insurance shall not limit the liability of the indemnifying part to the indemnified party(s). Each party shall provide the other with a certificate of insurance or letter of self-insurance as the case may be upon request. 8. Indemnification. The Snohomish Health District shall protect, save harmless, indemnify and defend the City its elected officials, officers, employees and agents, from and against any loss or claim for damages of any nature whatsoever, including claims by third parties or Snohomish Health District employees against which it would otherwise be immune under Title 51 RCW or other law, arising out of any act or omission of the Snohomish Health District in performance of this Agreement, its elected or appointed officials, officers, employees or agents, except to the extent the loss or claim is attributable to the negligence or willful misconduct of the City, its elected officials, officers, employees or agents. The City shall protect, save harmless, indemnify and defend the Snohomish Health District, its elected and appointed officials, officers, employees and agents from and against any loss or claim for damages of any nature whatsoever, including claims by third parties or City employees against which it would otherwise be immune under Title 51 RCW or other law, arising out of any act or omission of the City in performance of this Agreement, its elected or appointed officials, officers, employees or agents, except to the extent the loss or claim is attributable to the negligence or willful misconduct of the County, its elected or appointed officials, officers, employees or agents. 9. Notices. Any notice to be given to the Snohomish Health District under this Agreement shall be either mailed or personally delivered to: Snohomish Health District 3020 Rucker Avenue, Ste 306 Everett, WA 98201 Any notice to the City shall be mailed or hand delivered to: Mayor Dave Earling 121 5t" Avenue North Edmonds, WA 98020 Receipt of any notice shall be deemed effective three (3) days after deposit of written notice in the U.S. mail with proper postage and address. 10. Venue. The laws of the State of Washington shall apply to the construction and enforcement of this Agreement. Any action at law, suit in equity, or judicial proceedings for the enforcement of this agreement or any provision hereto shall be in the Superior Court of Snohomish County, Everett, Washington. 11. Disputes. The parties agree that, following reasonable attempts at negotiation and compromise, any unresolved dispute arising under this Agreement may be resolved by a mutually agreed -upon alternative dispute resolution of arbitration or mediation. ILA SHD_RUCKER BUILDING Revised Draft 2-2-17 3of7 Packet Pg. 152 4.7.a 12. No third party beneficiaries; no joint venture. This Agreement is for the sole benefit of the City and Snohomish Health District and shall not confer third -party beneficiary status on any non-party to this Agreement. Nothing contained in this Agreement shall be construed as creating any type or manner of partnership, joint venture or other joint enterprise between the parties. County employees who provide services under this Agreement shall at all times be acting in their official capacities as employees of Snohomish County. 13. Entire Agreement. This Agreement constitutes the entire agreement between the parties regarding the subject matter hereof, and supersedes any and all prior oral or written agreements between the parties regarding the subject matter contained herein. This Agreement may not be modified or amended in any manner except by written agreement executed by both parties. Both parties recognize that time is of the essence in the performance and the provisions of this Agreement. 14. Severability. A. If a court of competent jurisdiction holds any part, term or provision of this Agreement to be illegal or invalid, in whole or in part, the validity of the remaining provisions shall not be affected, and the parties' rights and obligations shall be construed and enforced as if the Agreement did not contain the particular provision held to be invalid. B. If any provision of this Agreement is in direct conflict with any statutory provision of the State of Washington, that provision which may conflict shall be deemed inoperative and null and void insofar as it may conflict, and shall be deemed modified to conform to such statutory provision. 15. Filing. As provided by RCW 39.34.040, this Agreement shall be filed with the Snohomish County Auditor, or, alternatively, posted on the website of each party. 16. Execution in Counterparts. This Agreement may be executed in two or more counterparts, each of which shall constitute an original and all of which shall constitute one and the same agreement. 16. Effective Date. 12017 City of Edmonds Snohomish Health District Mayor ATTEST: City Clerk Approved as to Form: City Attorney ILA SHD_RUCKER BUILDING Revised Draft 2-2-17 Jefferson Ketchel, Interim Administrator ATTEST: Approved as to Form: Health District Attorney 4of7 Packet Pg. 153 4.7.a EXHIBIT A After Recording Return to: Snohomish Health District 3020 Rucker Avenue, Suite 306 Everett, WA 98201 QUIT CLAIM DEED Grantor: CITY OF Grantee: SNOHOMISH HEALTH DISTRICT Legal: Lots 8-10 & 22-29, Block 720, Plat of Everett, Div H, V. 4, p. 50 and Lots 5-7, Block 719, Plat of Everett, V. 3, P. 32, Snohomish Cty, WAAdd'I on p. 11=2 Tax I D#: 004375-720-008-00, 004375-720-009-00, 004375-720-022-00 004375-720-028-00 and 004391-719-005-00 THE GRANTOR, CITY OF , a municipal corporation of the State of Washington, for and in consideration of clearing title of any interest Grantor may have, conveys and quit claims to SNOHOMISH HEALTH DISTRICT, a municipal corporation of the State of Washington, the following -described real estate, situated in the County of Snohomish, State of Washington, including any interest therein which Grantor may hereafter acquire: ILA SHD_RUCKER BUILDING Revised Draft 2-2-17 5of7 Packet Pg. 154 4.7.a PAPC'Pl A - Lots 8, 9, 10, 22, 23, 24, 25, 26, 27, 28 and 29, Block 720, Plat of Everett, Division "H," as per plat recorded in Volume 4 of Plats, page 50, records of the Auditor of the County of Snohomish, State of Washington. Situate in the City of Everett, County of Snohomish, State of Washington. PARCEL B: Lots 5, 6 and 7, Block 719, Plat of Everett, as per plat recorded in Volume 3 of Plats, page 32, records of the Auditor of the County of Snohomish, State of Washington. Situate in the City of Everett, County of Snohomish, State of Washington. DATED this day of 12017. CITY OF ILA SHD_RUCKER BUILDING Revised Draft 2-2-17 (Print Name) (Title) 6of7 Packet Pg. 155 4.7.a STATE OF WASHINGTON ) ) ss. COUNTY OF SNOHOMISH ) I certify that I know or have satisfactory evidence that is the person who appeared before me, and said person acknowledged that signed this instrument, on oath stated that was authorized to execute the instrument and acknowledged it as the of the CITY OF to be the free and voluntary act of such party for the uses and purposes mentioned in the instrument. DATED this day of 2017. (Legibly print name of notary) NOTARY PUBLIC in and for the State of Washington, residing at My commission expires ILA SHD_RUCKER BUILDING Revised Draft 2-2-17 7of7 Packet Pg. 156 4.7.b w♦w�� SNOHOMISH HEALTH DISTRICT WWW.SNOHD.ORG April 5, 2017 The Honorable Dave Earling City of Edmonds 121 Fifth Ave. N. Edmonds, WA 98020 RE: Potential Interest in the Rucker Building Dear Mayor Earling, Administration Division The Board of Health and senior leadership began discussing the option to sell the Rucker Building late last fall, as a part of our 2017 budget preparations. Given the large capital investment needed to not only maintain the building, but to efficiently utilize our space, the Board made the decision to retain Kidder Mathews as our commercial real estate broker. The Rucker Building is officially on the market and can be viewed at www.everettcbdofferinax.con-i. The Board of Health's real estate committee has indicated a preference to purchase a new location for long-term financial viability (i.e., pay outright and not have annual lease or loan payments). However, based on your suggestion, we did amend the ILA to allow flexibility to purchase or lease depending on what is on the market, timing, etc. We have instructed our team at Kidder Matthews to look at both options and work with us on financial pros/cons of potential sites once we get to that stage. The real estate market is dynamic, so the timing of selling this building and identifying our future location may require us to ask for a short-term lease arrangement. For a number of reasons, our goal is to physically relocate out of the building. Remaining in place longer term would require some significant improvements to work spaces, consolidate work spaces, etc. We are also mindful of not making staff move multiple times if we can avoid it. We are looking for a new facility that is approximately 30,000 sq. ft. in the general Everett vicinity with parking and near major transit lines. We are not tied to downtown Everett, but also recognize that we do have clinic space in South Lynnwood already. In order to serve existing clientele and field work across the county, staying in the Everett vicinity is needed. As it stands now, if we were to purchase, the remaining proceeds would be used to establish a capital fund. We have not had a capital fund, so all expenses have come out of operating funds, thereby reducing dollars that could be spent on programming. Ideally, after closing costs, purchase of a new building and associated moving/renovation expenses, we would have $2-41VI in a capital fund depending on sale price of our building and and purchase price of a new facility. These proceeds would go a long way in providing us with financial stability; money set aside for needed repairs in the future and reducing the strain on program funds. Selling the building soon also frees up $1-1.5M that we have earmarked in our 2017 budget for needed HVAC replacements. Those funds would then become money that can be used for operational needs. 3020 Rucker Avenue, Suite 306 ■ Everett, WA 98201-3900 ■ ph: 425.339.5210 0 fax: 425.339.5263 Packet Pg. 157 4.7.b Mayor Dave Earling Potential interest in the Rucker Building April 5, 2017 Now, should we end up leasing a space, we'll need to work with the Board on how remaining proceeds are allocated. We would likely still keep the majority of the proceeds in a capital/reserve fund for lease and facility -related expenses, and possibly for a potential purchase down the road. We have also had recent discussions about researching endowment -like options for some of those proceeds, but this requires more conversation with staff and the Board to determine what's feasible. I'm happy to report that the Rucker Building ILA has been approved by a majority of the cities, and we're hopeful that we can wrap up the rest in the coming weeks. As you can likely appreciate, this is a complex and evolving process. We look forward to the opportunity to discuss this further with you and the city council. Sincerely, J fferson S. Ketchel Interim Administrator cc: Patrick Doherty, Director, City of Edmonds Adrienne Fraley-Monillas, Councilmember, City of Edmonds / Board of Health Chair 3020 Rucker Avenue, Suite 306 E Everett, WA 98201-3900 ■ ph: 425.339.5210 ■ fax: 425.339.5263 Packet Pg. 158 4.7.c MEMORANDUM TO: Pete Mayer, Deputy Director/Chief Operating Officer FROM: Dan LeFree, Accounting Supervisor DATE: October 18, 2016 RE: Rucker Building — Potential Ownership Interests Background The Snohomish Health District (the District) purchased the Rucker Building (the Building) in October 1990, for $5,150,000. This was done with the assistance of an interlocal agreement (the 1990 ILA) to finance the purchase. The 1990 ILA included the County, 20 cities, and the District. Though the 1990 ILA did not specifically address the topic of sharing an ownership interest in the Building, then -Deputy Director Rick Mockler indicated to the 1990 ILA members that the parties to the 1990 ILA would each own an interest in the Building. Although Mukilteo was not a party to the 1990 ILA, it was assessed per - capita contributions for the financing of the Building. In 1995, just prior to the completion of the 1990 ILA (which expired when the loan on the Building was paid in full), and prior to the District receiving title to the Building, the Board of Health adopted Charter Article VIII (available at www.snohd.orpJBudget-Financial). It appears this Article was intended to establish a legal mechanism by which local governments who contributed to the purchase of properties by the District might be reimbursed upon the occurrence of certain events (e.g., sale of the property, merger of the District into the County, etc.). However, the District has not found supporting evidence that the mechanism provided in Article VIII was utilized to establish, or apportion, ownership interests of the Building. The District has consistently reported the Building as owned by the District, and is not aware of any other municipality reporting ownership interest in the Building on their financial statements, or other supporting documents. Furthermore, the District is the sole entity listed on the deed and title. Current Consideration The District is currently considering selling the building. Legal counsel has advised that, prior to placing the building on the market, we should obtain a written agreement from all parties to the 1990 ILA regarding the disposition of ownerships in the Building. This includes an agreement from Mukilteo, if a claim is alleged. Several County Council and Board of Health members have expressed support of the possibility of their governments waiving, or donating, any claims to ownership interests in the Rucker Building to the District. If sold, the proceeds would be used to purchase and move into a smaller building, with remaining dollars put into a new capital fund. Proposed Process The District proposes that each party to the 1990 ILA, as well as Mukilteo, receive this brief history of the purchase and operation of the Building, and the amounts contributed by each entity to the financing, capital improvements, and operations of the Building (see attached). Representatives from each local government are invited to an informational meeting to review the history of the building, and to propose an interlocal agreement to take to their governments for consideration. Alternatively, or in addition to the above, the District could provide each entity with a draft resolution that each local government could adopt to waive or donate claims to the Building, and to authorize the County Executive or Mayor to sign the agreement to effect that action. Packet Pg. 159 4.7.c SNOHOMISH HEALTH DISTRICT WWW.SNOHD.ORG December 22, 2016 RE: Invitation to Discuss Potential Financial Interest in Rucker Building Dear City and County Leaders, Administration The Board of Health and Snohomish Health District are currently considering selling our building at 3020 Rucker Avenue in Everett. As we researched the history of the property, we learned that a number of municipalities, including yours, contributed certain amounts to the purchase of the property from 1990 through 1995. We also learned that certain oral statements were made by one or more representatives of the Snohomish Health District, which implied that the municipalities who contributed to the purchase of the property may receive some disbursement if the property were sold in the future. We'd like to begin the process of determining what, if any, financial interest your municipality might have in connection with the property. Key documents are available at www.snohd.or ]Bud et -Financial for you to review. The Board is requesting that your municipality consider relinquishing any potential interest in the sale of the building. The Health District would use any proceeds from the sale of Rucker Building to purchase and move into a smaller building, with remaining dollars put into a new capital fund. We are writing to invite you, and others you might appoint from your staff or legal counsel, to a meeting with other municipalities in Snohomish County to discuss this request and the attached documents. In addition to brief presentations at the respective north and south county mayor meetings, we will also be holding three meetings around the county: Thursday, January 19, 10:00-11:30 a.m. at Marysville City Hall Wednesday, January 25, 12:30-2:00 p.m. at Edmonds City Hall Monday, January 30, 2:30-4:00 p.m. at Monroe City Hall We invite you to attend whichever meeting best accommodates your schedules. Please indicate your interest and attendees from your municipality on the accompanying form and it to Linda Carl at Icarl(@snohd.org by January 13, 2017. In addition, if you have any questions that you would like to make sure are addressed in the meeting, please email those to Linda in advance. Sincerely, Brian Sullivan, Chair Peter Mayer, Dep rtyDirector Board of Health Snohomish Health District Enclosures: Snohomish Health District — Rucker Building Meeting Form Snohomish Health District Memorandum, Dated October 18, 2016 3020 Rucker Avenues, Everett, WA 98201-3900 rA tel: 425.339.8677 a� fax: 425.339.5263 Packet Pg. 160 4.8 City Council Agenda Item Meeting Date: 04/25/2017 Authorization to contract with James G. Murphy to sell surplus city vehicles and surplus city equipment Staff Lead: Mike Adams Department: Public Works & Utilities Preparer: Royce Napolitino Background/History The city has utilized the services of James G. Murphy Auctioneers to sell surplus city vehicles and equipment for several years. We have consistently received quality service and the best prices using this approach. It has proven to be the most cost effective option to manage our larger surplus items like vehicles and equipment. Staff Recommendation It is recommended that authorization be given to Public Works to contract with James G. Murphy Auctioneers to sell (2) surplus city vehicles, (2) power generators, (1) police seizure vehicle . Narrative The city would like to utilize the services of James G. Murphy Auctioneers to sell surplus city vehicles and equipment. This has proven to be a cost effective method to manage surplus items. The following equipment: Unit# 001-FLT 1957 Caterpillar D343 250KW generator SN# 62137764 (with external 550 gal. fuel tank) Asset # 0528 - Kato Light, KF15-1, 9000Watt 120/240 V, Model G9-FG-B2EPP, Serial 876-33 The following fleet vehicles: Unit# 018-PRK 1995 Ford 445 Loader SN# A431382 Unit# 535-POL 2006 Ford Escape Vin# 1FMYU92Z66KC35535 The following police seizure vehicle: 2003 BMW M3 Vin# WBSBR934X3PK01247 Packet Pg. 161 5.1 City Council Agenda Item Meeting Date: 04/25/2017 YWCA Stand Against Racism Day Proclamation (5 min.) Staff Lead: Mayor Earling Department: Mayor's Office Preparer: Carolyn LaFave Background/History YWCA USA is on a mission to eliminate racism, empower women, and promote peace, justice, freedom and dignity for all. The organization is one of the oldest and largest women's organizations in the nation, serving over 2 million women, girls, and their families each year. Learn more: www.ywca.org. Staff Recommendation Narrative YWCAs across the country will take a "Stand Against Racism" April 27 - 30, 2017. The 10th annual Stand Against Racism raises awareness of the ways institutional and structural racism impact our communities. Attachments: SAR_04_2017 Packet Pg. 162 1jr1oIrfamatiloln O City of Edmonds • Office of the Mayor STAND AGAINST RACISM WHEREAS, The YWCA is committed to eliminating racism, empowering women and promoting peace, justice, freedom and dignity for all; and WHEREAS, On the last Friday of April each year, thousands of people all across the United States of America gather with the YWCA to spread awareness about the root causes of racism and encourage conversations among diverse communities; and WHEREAS, The YWCA believes that individuals and whole communities must be engaged in a conversation about racism and speak out collectively, with one voice, and pledge to stand against racism; and WHEREAS, The City of Edmonds and the Edmonds Diversity Commission align with the YWCA mission and work to eliminate racial inequity through internal practices, citywide initiatives and partnerships with other institutions and the community; and 0 NI 1* 0 WHEREAS, Edmonds residents value initiatives that will end race -based disparities and make I a the world a more equitable, inclusive and dignified place for all to live; a� E NOW THEREFORE, I DAVID O. EARLING, MAYOR OF EDMONDS, DO HEREBY U PROCLAIM APRIL 28TH IN OUR CITY TO BE a STAND AGAINST RACISM DAY And I call upon all public officials, educators, businesses, community leaders and all people of Edmonds. to observe this day and commit, going forward, to fight against racism whenever and wherever it may appear. David O. Earling, Mayor April 25, 2017 Packet Pg. 163 5.2 City Council Agenda Item Meeting Date: 04/25/2017 Cemetery Board annual report to Council (10 min.) Staff Lead: Carrie Hite Department: Parks, Recreation & Cultural Services Preparer: Carrie Hite Background/History Each year the chair of the Cemetery Board makes an annual presentation to the Council to update the Council on the business of the Cemetery. Staff Recommendation Be briefed on the annual business of the Cemetery. Narrative Jerry Janacek, the chair of the Cemetery Board, will be making the presentation. Packet Pg. 164 7.1 City Council Agenda Item Meeting Date: 04/25/2017 Contracting & Purchasing Policies Update (10 minutes) Staff Lead: Phil Williams, Rob English & Scott James Department: Administrative Services Preparer: Scott James Background/History Staff presented the Contracting & Purchasing Policies Amendments to Council on April 18th, 2017. Of the seven section amendments, two policy sections are placed onto the Action Items Agenda, with the remaining amendments placed onto tonight's Consent Agenda. Staff Recommendation Council Action: Motion To approve amendments to City's Purchasing Policies and Procedures to the Procurement of Public Works and to the Apprentice sections of the policy as presented. Narrative Staff is recommending changes to the Apprentice requirements on public works projects and an increase in the limits for staff constructed projects from $50,000 to $65,000 on individual projects. The following information describes the proposed changes. All references to page number are related to the red -lined version. Apprentice Requirements: Staff recommends adjustments to the current Apprentice Requirements on Public Works projects. In the fall of 2011, the City added a 15% Apprentice goal on Public Works projects with an estimated cost of $250,000 (increased to $300,000 in 2012) or more. The purpose of an apprentice training program is to provide training and experience to individuals seeking to enter or advance in the work force. These opportunities will help develop a trained work force that can work in the journey and foreman levels on future construction of public works projects. Attachment 3 is a matrix that shows a five-year history of City projects, award amount, apprentice goal, and the actual apprentice goal achieved. The following information is based on the 5-year history: 15 of 35 projects had apprentice requirements. 5 of 15 projects achieved or exceeded the 15% apprentice goal. 4 of 15 projects had an apprentice participation between 9% and 13% Based on this information, staff recommends the following adjustments to the apprentice requirements on page 8 of 21: Packet Pg. 165 7.1 Decrease the apprentice goal from 15% to 10%. Apply the apprentice requirements on projects with an estimated cost of $1,000,000 or more. The following table shows apprentice goals and minimum contract amounts for several public agencies that have apprentice requirements. Agency Goal (%) Minimum Comments Contract Amount WSDOT 15% $3,000,000 $31VI contract amount to 2020 City of Seattle 15% $1,000,000 City of Shoreline 15% $1,000,000 City of Vancouver 3%-8% $500,000 to 12,000,000 Goal varies depending on contract amount Snohomish County 15% $250,000 King County Varies Varies Goals are set based on number of trades, size of project and cost. The proposed change in contract limits would align better with other public agencies who have an apprentice programs. It will also reduce the contract administration effort and the cost of projects between $250,000 and $1,000,000 which have represented 1 out of every three City projects since this apprenticeship program started. Procurement of Public Works: We are asking Council approval to change the threshold for when projects must be bid competitively match what state law allows. This level had been set at $50,000 for many years and was finally increased to $65,000 by the legislature in an attempt to adjust for constuction cost inflation over time. We are asking to increase our local threshold to $65,000 as well. Attachments: Attachment 1: Redline - Contracting & Purchasing Policy 2017 Attachment 2 - Contracting & Purchasing Policy 2017 Attachment 3 - Apprentice History 2012-2016 Packet Pg. 166 7.1.a City of Edmonds `-Oc. 1 $y" Contracti and Purchasin Policies and Procedures March 20173 Style Definition: Heading 1: Left Formatted: Font: (Default) Arial a� r a N 0 .O IL .i, r r` Formatted: Font: (Default) Arial N V 0 .N IL 06 a� L 0 U d r C d E L V fC r r Q Packet Pg. 167 7.1.a Table of Contents Paqe Policy....................................................................................................................................................24 Purpose................................................................................................................................................24 Authority..............................................................................................................................................24 Parameters...........................................................................................................................................24 Procurement of Products...................................................................................................................32 Procurement of Professional Services.............................................................................................32 A. Professional, Technical, and Other..........................................................................................32 B. Architectural, Engineering, and Land Surveyor Services(A/E)...............................................43 Grant Agreements and Grant Reimbursement Documents 4 Procurement of Public Works............................................................................................................53 BiddingRequirements........................................................................................................................64 BidProcedures.................................................................................................................................64 ApprenticeRequirements.................................................................................................................76 ResponsibleBidder Criteria.............................................................................................................99 SmallWorks Roster........................................................................................................................1344 Limited Pubic Works Process.....................................................................................................1442 Change Orders on Public Works Construction Contracts..........................................................1155a3 Formatted: Font: Not Bold Reimbursement of Expenses.........................................................................................................1543 OtherIssues....................................................................................................................................1543 InterlocalAgreements................................................................................................................1543 Sole Source Procurement..........................................................................................................1644 Special Market Conditions..........................................................................................................1644 Emergencies...............................................................................................................................1644 Record Retention Requirements................................................................................................1644 State Minimum Bidding Requirements.......................................................................................1645 Conflictsof Interest.....................................................................................................................1745 Formsand Templates................................................................................................................1715 Recyclables................................................................................................................................1745 SurplusItems..............................................................................................................................1845 StoreIssued Charge Cards........................................................................................................1845 PurchaseCards..........................................................................................................................1845 QuickChecks.............................................................................................................................184-5 EarlyRelease.............................................................................................................................1845 PettyCash..................................................................................................................................1845 BudgetAdjustments...................................................................................................................1846 Exclusive Contract Agreements.................................................................................................1846 Expenditures of Direct or Indirect Federal Financial Assistance................................................1846 Safeguard Personally Identifiable Information...........................................................................1846 FinanceCommittee....................................................................................................................1946 Conflict of Interest Disclosure Form.............................................................................................. 20 City of Edmonds Purchasing Policy MaFGh �-'^"April 2017 Page 1 of 21486 Packet Pg. 168 7.1.a Policy The City of Edmonds will acquire goods and services in a manner that results in the most efficient delivery of the same considering cost and value received. To avoid conflict of interest, procurement will be impartial. Procurement of goods and services will provide the City with the best quality for the best value and will be for the benefit of the public. Employees are prohibited from making purchases for personal use and charging any City vendor account. Purchases will be made within budget limits and to meet goals and objectives approved in the City's budget. Potential purchases that are not within budget limits will be pre -approved through a budget amendment process. All City purchases will ultimately be approved by the City Council through the voucher approval process. Purpose This administrative manual establishes City responsibilities and policies, procedures, and practices to follow to purchase equipment, materials, and services. All employees must follow established policies and procedures. The City's purchasing policies and procedures, however, are intended solely for the benefit of the City. Nothing therein shall be interpreted to create any specially benefited or protected class of persons, or any private cause of action against the City. Adherence to policies and procedures will ensure that public purchases and contracts are open, fair, and at the least cost to the public. Policies and procedures are divided into six major areas: 1) Procurement of Products, 2) Procurement of Professional Services, 3) Procurement of Public Works, 4) Bidding Requirements, 5) Reimbursement of Expenses, and 6) Other Issues. Authority A department director (or designee), acting within his/her department budget, is authorized to provide for supplies and services purchases. To ensure the City's fiscal responsibility, purchases are coordinated through the Finance Department. The City's procurement procedures are based on Revised Code of Washington minimum standards, Edmonds City Council adopted resolutions and ordinances, rules and guidelines from the State Auditor's Office, and recommendations from Municipal Research Services Center. Parameters Dollar -value ranges indicated pertain to each purchase (including tax, freight, handling and set up costs, if applicable). Purchases cannot be broken into multiple purchases to avoid compliance with State statutes and City policies. Procurement of goods or services specifically identified and approved by Council during the budget process are excluded from pre -approval requirements. Any contract that extends beyond the approved budget cycle or which has continuing provisions (indemnities) which impose obligations beyond the budget cycle must go to Council for authorization; provided that the Mayor (or designees) shall be authorized to execute contracts with indemnity provisions that survive expiration or termination of the contracts if the following conditions are met: (1) City Attorney determines that the indemnity provision is in a standard form that assigns risks in a manner consistent with the costs and purposes of the contract; and (2) the dollar value of the contract is less than $100,000. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 2 of 21486 Formatted: Font: (Default) Arial Packet Pg. 169 7.1.a Procurement of Products Purchasing decisions costing $50,000 or less must be approved by the department director (or designee). Purchases costing between $40-,09020,000 and $2-5-,00935,000 require at least three telephone quotes from vendors (unless the items are from a sole source vendor), and completion of the vendor quote form. Purchasing decisions costing more than $2—R-,00035,000 but less than $50,000 must be approved by the department director (or designees). Purchases require written quotations from, if possible, at least three vendors (unless the items are from a sole source vendor or if only two possible vendors can be found). Purchasing decisions costing more than $50,000 but less than $100,000 must be approved by the department director and the Mayor (or their designees). Purchases require written quotations from, if possible, at least three vendors (unless the items are from a sole source vendor or if only two possible vendors can be found). Purchases in excess of $100,000 must be bid competitively (unless the items are from a sole source vendor). See Bidding Requirements below. The City Council must authorize the call for bids for a purchase estimated at $100,000 or more, as well as award the contract. When soliciting quotes, the City will not inform a vendor of other vendors' quotes. All quotes/bids must be awarded to the lowest responsible bidder. Procurement of Professional Services A. Professional, Technical, and Other Services 1. Professional, Technical and Other services include disciplines not specifically related to A/E such as attorneys, computer programmers, financial analysts, bond counsels, artists, planners, real estate appraisers, landscapers, etc. 2. Purchase of professional services requires completion of a City professional service contract that describes services to be performed and purchase price. 3. The department director (or designee) must approve purchases of professional services costing $50,000 or less, and provided funds have been budgeted is authorized to sign the contract. 4. The department director and the Mayor (or their designees) must approve purchases of professional services costing more than $50,000 but less than $100,000. The Mayor is authorized to sign the contract provided funds have been budgeted. 5. Professional services with an estimated consultant fee of $100,000 or greater, require a focused public solicitation to ensure the consultant has the necessary expertise. If the work is not part of a project listed in the most current City Council Approved budget or CIP, a summary of the public solicitation must be put on the City Council agenda for approval prior to advertisement. The City Council must approve Professional Service contracts costing more than $100,000, and authorize the Mayor to sign the contract. 6. Expertise, experience, including prior experience with the City, timeframe for completing projects, and the value of a negotiated agreement will be considered when choosing a consultant/firm to perform professional services. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 3 of 21496 Formatted: Font: (Default) Arial Packet Pg. 170 7.1.a B. Architectural, Engineering and Land Surveyor Services (A/E) 1. Procurement of A/E services will be in accordance with Chapter 39.80 RCW. The statute requires advance notice of the need for professional services (RCW 39.80.030), evaluation of firms' qualifications and performance (RCW 39.80.040), and negotiation with firms in accordance with adjudged qualifications (RCW 39.80.050). A/E purchases will be coordinated through the Public Works Department to ensure compliance with State statutes. 2. The department director (or designee) are designated authority to approve advertising Requests for Qualifications (RFQ's) for A/E services when the estimated consultant contract fee is $50,000 or less and to approve proceeding with procurement of A/E services using the A/E Consultant Roster, provided funds have been budgeted by Council. 3. The department director and the Mayor (or their designees) must approve consultant contracts when the estimated consultant contract fee is greater than $50,000, but less than $100,000, provided funds have been budgeted.. The Mayor is authorized to sign the contract. 4. Per Resolution 1155 the City utilizes the A/E consultant roster maintained by Municipal Research and Services Center (MRSC). 5. Selection of an A/E consultant from the consultant roster may be made if the estimated consultant fee is $100,000 or less. 6. All projects with an estimated A/E consultant fee of $100,000 or greater, and projects that are sufficiently complex/unique will require a focused public solicitation advertised as a Request for Qualification (RFQ's) to ensure the A/E consultant has the necessary expertise. If the project is not listed in the City's current City Council Approved budget or CIP, a summary of the RFQ and project details must be put on the City Council agenda for approval prior to advertising the RFQ. The City Council must approve A/E Professional Service contracts costing more than $100,000, and authorize the Mayor to sign the contract. 7. A selection panel, with a minimum of three employees, shall be used to select an A/E consultant when the estimated consultant fee exceeds $100,000. A selection panel is optional when the A/E consultant fee is estimated to be less than $100,000. 8. Purchase of A/E services require completion of a City professional service contract that describes services to be performed and purchase price. Grant Agreements and Grant Reimbursement Documents The mayor shall be authorized to execute grant agreements for capital projects where the city council previously authorized the,project in the current capital improvement Formatted: Font. Arial program and., for growth -related projects, where the scope of the project is substantially Formatted: Font: Arial consistent with the project description in the capital facilities plan_ Formatted: Font: Arial .Once a grant agreement has been properly executed as provided above, the director of Formatted: Font: Arial the department overseeing the capital protect may execute documents necessary to Formatted: Font. (Default) Arias implement the grant agreement, including documents necessary for the city to be Formatted: Normal reimbursed by the granting agency. I City of Edmonds Purchasing Policy Ma�on13April 2017 Page 4 of 214N Packet Pg. 171 7.1.a The Federal Highway Administration, through the state,, ,sometimes authorizes federal Formatted: Font: Anal transportation funding to the CitV of Edmonds for transportation projects. The Code of Formatted: Font: Arial Federal Regulations, 2 CFR 200.415(a) has been revised to ensure that final fiscal reports or vouchers requesting payment under federal agreements must include the following certification, which, under this policy, may be signed bV the mayor, director, ,Or Formatted: Font: Anal city engineer, who are.herebV authorized to legally bind the city for the sole purpose of Formatted: Font: Anal requesting reimbursement for federally funded transportation projects to terms that are Formatted: Font: Arial consistent with the applicable grant agreement: Formatted: Font: Arial "By signing this report, I certify to the best of my knowledge and belief that the report is Formatted: Font: Arial true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, maV subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)." Procurement of Public Works RCW 39.04.010 defines public works to include all work, construction, alteration, repair or improvement other than ordinary maintenance, executed at the cost of the City. (Most public works projects are multiple craft, defined as more than one type of work being executed.) 1. City employees may be used to perform public works projects until the accumulated costs of public works projects performed by them during a budget cycle meets ten percent of the City's public works construction budget; PROVIDED that, for any public works project costing more than fifty -sixty-five thousand dollars, if multiple crafts or trades are involved, or thhly-forty thousand dollars, if only a single craft or trade is involved, must be bid competitively. See Bidding Requirements below. 2. Starting in January 1, 2010, the bid limits above will be sixty five thousand dollars and forty thousand dollars, respectively. 3. Once the accumulated cost of public works project performed by City employees during a budget cycle meets or exceeds ten percent of the City's public works construction budget, all other public works projects must be bid competitively, regardless of estimated costs. See Bidding Requirement below. 4. Public works projects are governed by prevailing wage requirements, regardless of contract amount. 5. Except as noted below for Small Works Roster or limited public works, a bid bond of five percent will be required on all public works bids, and a performance bond (or retainage for public works contracts of thirty five thousand dollars or less) will also be required pursuant to Chapter 39.08 RCW on public works contracts. I City of Edmonds Purchasing Policy Ma�on13April 2017 Page 5 of 21486 Formatted: Font: Not Bold, Not Italic Packet Pg. 172 7.1.a Bidding Requirements The competitive bid process is generally (although not exclusively) used for public works projects. Dollar -value ranges indicated pertain to each purchase (including tax, freight, handling and set up costs, if applicable). Purchases cannot be broken into multiple purchases to avoid compliance with State statutes or City policies and procedures. Negotiations on bids are not permitted. Bid Procedures 1. Authorization for Bids Authorization to call for bids will be approved by the department director (or designee) for public works projects estimated at less than $50,000; and by the department director and the Mayor (or their designees) for a public works project costing more than $50,000. If the project is not included in the current City Council Approved budget or CIP, the City Council must authorize the call for bids for a project estimated at $100,000 or more. 2. Publication of Notice After proper authorization, the requesting department director (or designee) will publish the advertisement for Bids reasonably in advance of the bid submittal deadline in the official newspaper or a newspaper of general circulation most likely to bring responsive bids. 3. Notice Contents Notice (or advertisement) for bids should contain definite specifications and procedures for bidders to use to estimate their bids. A bid notice for public work should include: project title, nature and scope of work or goods sought, where contract documents (plans and specifications) can be reviewed or obtained, cost, if any, to obtain a set of contract documents, place, date, and time that bids are due, place, date, and time that bids will be opened (if different from above), materials and equipment to be furnished by the City, if any, statement that a bid bond must accompany the bid for public works projects, and a statement that the City retains the right to reject any and all bids and to waive minor irregularities in the bidding process. In addition, the City may provide evaluation criteria; minimum qualification expectations; date, time, and location of pre -bid conference (if applicable); and name, address, and telephone number of the project contact to assist bidders in preparing responsive submittals. 4. Bid Opening Bids are submitted to the City Clerk's Office, where they are time and date stamped and processed. No bids will be opened prior to the predetermined date and time. 5. Report on Bids The requesting department director will report on all bids received with a recommendation on the lowest responsible bidder, if any, or to reject all bids. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 6 of 21486 Packet Pg. 173 7.1.a 6. Bid Award Unless all bids are rejected, a winning bid must be awarded to the lowest responsible bidder by the department director (or designee) for a public works project costing less than $50,000; and by the department director and the Mayor (or their designees) for a public works project costing more than $50,000 but less than $100,000. The City Council must award bids which exceed $100,000. The City may chose to reject all bids for any reason. The following shall apply to bid solicitations: • Selection of a winning offer is based primarily on low bid, after factoring whenever possible such costs as maintenance and operations over the expected period of use. Consideration, however, may also be given for the following: • Ability, capacity, expertise and skill of the bidder to perform the contract. • Character, integrity, reputation, judgment, experience, and efficiency of bidder. • Ability to perform within time specified. • Quality of performance of previous contract(s). • Other information having a bearing on the decision to award the contract. • Minimum qualifications must be provided to ensure respondents are reasonably qualified. Minimum qualification requirement should be compared against the marketplace to ensure they are not overly restrictive. • To ensure consistency and fair process, the City will use standard forms, documents, contracts, and terms and conditions, when practical. The Public Works & Finance Departments will maintain templates for bid -related documents for use by departments. The City may use an evaluation selection committee to promote an open and proper selection. The requesting department director will appoint committee members to act in an advisory capacity. • When practical, the City will conduct a pre -bid conference to allow a thorough discussion of the City's expectations, intent, scope, specifications, and terms. Interested companies should be encouraged to attend. • Every bidder for a public works contract that is expected to cost one million dollars or more must submit as part of the bid, or within one hour after the published bid submittal time, the names of the subcontractors with whom the bidder, if awarded the contract, will subcontract for performance of the work of: HVAC (heating, ventilation, and air conditioning); plumbing as described in chapter 18.106 RCW; and electrical as described in chapter 19.28 RCW, or to name itself for the work. The bidder shall not list more than one subcontractor for each category of work identified, unless subcontractors vary with bid alternates, in which case the prime contract bidder must indicate which subcontractor will be used for which alternate. Failure of bidder to submit as part of the bid the names of such subcontractors or to name itself to perform such work or the naming of two or more subcontractors to perform the same work shall render the bid nonresponsive and, therefore, void. • If no responsive bid is received on the first call the City may readvertise and make a second call, or without any further call, it may enter into a negotiated contract, purchase the supplies, material or equipment or perform the work or improvement using its own employees. Apprentice Requirements A. Definitions. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 7 of 21486 Packet Pg. 174 7.1.a 1. "Apprentice" means an apprentice enrolled in a state -approved apprenticeship training program. 2. "Contractor" means a person, corporation, partnership, limited liability company, or joint venture entering into a contract with the City to construct a public work. 3. "Labor hours" refers to the total number of hours worked by workers receiving an hourly wage who are directly employed on the site of the public work and who are subject to state or federal prevailing wage requirements. "Labor hours" shall also include hours worked by workers employed by subcontractors on the site of the public work, and shall include additional hours worked as a result of a contract or project adjustment or pursuant to an agreed -upon change order. 4. "Estimated cost' means the anticipated cost of a public work, as determined by the City, based upon the expected costs of materials, supplies, equipment, and labor, but excluding taxes and contingency funds. 5. "Public work" refers to all City funded construction projects that constitute a public work pursuant to RCW 39.04.010 as now or hereafter amended and estimated to cost $25all 000,000 or more. 6. "State -approved apprenticeship training program" means an apprenticeship program approved or recognized by the Washington State Apprenticeship and Training Council. 7. "Subcontractor" means a person, corporation, partnership, limited liability company, or joint venture that has contracted with the contractor to perform all or part of the work to construct a public work by a contractor. B. Apprentice utilization. Apprentices shall be utilized for the construction of public works by contractors and subcontractors in accordance with this section. 1. Apprenticeship utilization program goal. For public works contracts with an estimated cost of Two Hundred Fifty Thou One Million Dollars ($259 1 000,000) or more, the Director of Public Works, or his designee, is authorized to require that up to f+fteert ten percent (105%) of the contract labor hours, including contractor and subcontractor hours, be performed by apprentices. 2. Contract requirements. Contract documents for such public works construction projects shall include provisions detailing the apprentice labor requirements. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 8 of 21486 Packet Pg. 175 7.1.a 3. Monitoring. The City will include an Apprenticeship Utilization Form for contractors to complete when submitting their bid documents, which identifies the intended usage of apprentices by the contractor and any subcontractors. This document will require the identification of individual apprentices by name and Washington State apprenticeship registration number, an estimate of the total apprentice labor hours, and the identification of apprentice hours to be worked by minorities, women, persons with disabilities and disadvantaged youth. This provision is not intended and shall not be used to discriminate against any applicant for training. In addition, the City will require the submittal of an Apprenticeship Verification Form by the contractor at the conclusion of the public works project that will identify the actual work performed by apprentices for the contractor and subcontractors. 4. Failure to meet utilization goal. Failure by a contractor to comply with established apprenticeship requirements, unless otherwise adjusted or waived in writing as set forth below, shall be deemed a breach of contract for which the City shall be entitled to all remedies allowed by law under the contract. Failure to comply with the apprenticeship requirements may also be considered evidence bearing on a contractor's qualification for award of future contracts with the City. 5. Adjustment and waiver. The Director of Public Works, or his designee, may adjust or waive the requirements of this section for a specific project at any time for the following reasons: (a) The demonstrated lack of availability of apprentices in specific geographic areas; (b) A disproportionately high ratio of material costs to labor hours, which does not make feasible the required minimum levels of apprentice participation; (c) The reasonable and necessary requirements of the contract render apprentice utilization infeasible at the required levels; (d) In order to meet the requirement, the contractor will be forced to displace members of its workforce; (e) The participating contractor has demonstrated a good faith effort to comply with the requirements of this section; and/or Other criteria deemed appropriate that are not inconsistent with the purpose and goals of this section. Responsible Bidder Criteria A. Mandatory responsible bidder criteria. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 9 of 21486 Packet Pg. 176 7.1.a 1. The bidder responsibility criteria set forth in this section shall be used by the Public Works Department to establish the minimum requirements for all contractors and subcontractors bidding on City contracts for public work (as those terms are defined in RCW 39.04.010). The bid documents shall set forth the documentation to be submitted by bidders to demonstrate their compliance with the mandatory responsible bidder criteria. 2. To be considered a responsible bidder and qualified to be awarded a City contract for public work, the bidder must: (a) At the time of bid submittal, have a certificate of registration in compliance with chapter 18.27 RCW (contractor registration); (b) Have a current state unified business identifier (UBI) number; (c) If applicable, have: (i) industrial insurance coverage for the bidder's employees working in Washington as required in Title 51 RCW; (ii) a state employment security department number as required in Title 50 RCW; and (iii) a state excise tax registration number as required in Title 82 RCW; (d) Not be disqualified from bidding on any public works contract under RCW 39.06.010 or RCW 39.12.065(3); and (e) Until December 31, 2013, not have violated RCW 39.04.370 more than one time as determined by the State Department of Labor and Industries. 3. A bidder must verify mandatory responsibility criteria for each first tier subcontractor, and a subcontractor of any tier that hires other subcontractors must verify mandatory responsibility criteria for each of its subcontractors. Verification shall include that each subcontractor, at the time of subcontract execution, meets the responsibility criteria listed in RCW 39.04.350(1) and ECC 18.00.060 and possesses an electrical contractor license, if required by chapter 19.28 RCW, or an elevator contractor license, if required by chapter 70.87 RCW. This verification requirement, as well as the mandatory responsibility criteria, must be included in every public works contract and subcontract of every tier. B. Supplemental responsible bidder criteria. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 10 of 21496 Packet Pg. 177 7.1.a 1. In addition to the mandatory bidder responsibility criteria set forth in ECC 18.00.060 (A), the Public Works Department may adopt in connection with a particular project relevant supplemental bidder responsibility criteria which the bidder must meet. Those supplemental criteria, including the basis for evaluation and the deadlines for requesting modification of the supplemental bidder responsibility criteria and for appealing a determination that a low bidder is not responsible under the supplemental bidder responsibility criteria, shall be provided in the invitation to bid or bidding documents. 2. As relevant to a particular project, supplemental bidder responsibility criteria may be included to require that: (a) The bidder shall not owe delinquent taxes to the Washington State Department of Revenue without a payment plan approved by the Department of Revenue; (b) The bidder shall not currently be debarred or suspended by the federal government; (c) The bidder shall have complied with minority and women's business enterprises, disadvantaged business enterprises, or other similar utilization requirements or goals on federally -funded public works projects with such requirements completed by the bidder within three years of the bid submittal date, unless there are extenuating circumstances acceptable to the City; (d) The bidder shall not be listed as an ineligible contractor on the federal GSA Excluded Parties List System set forth by 31 U.S.0 § 6101 and Executive Order 13496; (e) If bidding on a public works project subject to the apprenticeship utilization requirements in ECC 18.00.050, the bidder: (i) shall not have been found out of compliance with apprenticeship requirements of ECC 18.00.050 unless otherwise excepted or waived in writing by the Mayor or the Mayor's designee pursuant to that section for a one-year period immediately preceding the date of the bid submittal deadline; and (ii) shall have complied with apprenticeship utilization goals on public works projects having such requirements that were completed by the bidder within a three-year period immediately preceding the date of the bid submittal deadline, unless there are extenuating circumstances acceptable to the City; (f) The bidder shall not have been convicted of a crime involving bidding on a public works contract within five years from the bid submittal deadline; (g) The bidder's standard subcontract form shall include the subcontractor responsibility language required by RCW 39.06.020, and the bidder shall have an established procedure which it utilizes to validate the responsibility of each of its subcontractors. The bidder's subcontract form shall also include a requirement that each of its subcontractors shall have and document a similar procedure to determine whether the sub -tier subcontractors with City of Edmonds Purchasing Policy Ma�on13April 2017 Page 11 of 21U6 Packet Pg. 178 7.1.a which it contracts are also "responsible" subcontractors as defined by RCW 39.06.020; (h) The bidder shall not have a record of excessive claims filed against the retainage or payment bonds for public works projects during the previous three years that demonstrate a lack of effective management by the bidder of making timely and appropriate payments to its subcontractors, suppliers, and workers, unless there are extenuating circumstances acceptable to the City; (i) The bidder shall have successfully completed projects of a similar size and scope as required by the contract documents for the project. In evaluating whether projects were successfully completed, the City may check owner references for previous projects and evaluate the owner's assessment of bidder performance, including but not limited to quality control, safety record, timeliness of performance, use of skilled personnel, management of subcontractors, availability of and use of appropriate equipment, compliance with contract documents, and management of submittals process, change orders and close-out; 0) The bidder shall not have had any public works contract terminated for cause by a government agency during the five year period immediately preceding the bid submittal deadline for the project, unless there are extenuating circumstances acceptable to the City; (k) The bidder shall not have judgments entered by a court of law against the bidder within five years of the bid submittal date that demonstrate a pattern of failing to meet the terms of contracts, unless there are extenuating circumstances acceptable to the City; and (1) The bidder shall not have a documented pattern of prevailing wage complaints filed against it within five years of the bid submittal date that demonstrates a failure to pay workers prevailing wages, unless there are extenuating circumstances acceptable to the City. 3. Supplemental bidder responsibility criteria may include any other criteria determined by the City to be relevant to the particular project being bid, including but not limited to the ability, capacity and skill of the bidder to perform, the experience and efficiency of the bidder, the financial situation of the bidder, and the performance of the bidder on previous contracts or services. 4. In a timely manner before the bid submittal deadline, a potential bidder may request that the City modify the supplemental bidder responsibility criteria. The City must evaluate the information submitted by the potential bidder and respond before the bid submittal deadline. If the evaluation results in a change of the criteria, the City must publish an addendum to the bidding documents identifying the modified criteria. 5. If the bidder fails to supply information requested concerning responsibility within the time and manner specified in the bid documents, the City may base its determination of responsibility upon any available information related to the supplemental criteria or may find the bidder not responsible. 6. If the City determines a bidder to be not responsible, the City must provide, in writing, the reasons for the determination. The bidder may appeal the determination within the time period specified in the bidding documents by presenting additional information to the City of Edmonds Purchasing Policy Ma�on13April 2017 Page 12 of 21486 Packet Pg. 179 7.1.a a� r a City. The City must consider the additional information before issuing its final determination. If the final determination affirms that the bidder is not responsible, the City y may not execute a contract with any other bidder until two business days after the bidder determined to be not responsible has received the final determination. p IL ,7. The invitation to bid or bidding documents shall specify the times, manner and Formatted: Font: Aral C means of communications, deadlines and determinations required by this section. Small Works Roster t The City of Edmonds has entered into an agreement with Municipal Research and Services Center, whereas they will maintain the Small Works Roster. d 06 Resolution 1155, passed November 5, 2007 established a small works roster process to award public works contracts, and is incorporated below. The Mayor (or designee) is authorized to proceed with }, procurement from the Rosters, provided funds have been budgeted by Council. ca L r Use of the Small Works Roster allows the City to preclude the advertisement requirements and sealed bidding procedures of the formal competitive process. All other bidding procedures and requirements not �j in conflict remain the same. The following small works roster procedures are established for use by the City pursuant to RCW rn 39.04.155: Cost. The City need not comply with formal sealed bidding procedures for the construction, building, renovation, remodeling, alteration, repair, or improvement of real property where the estimated cost does not exceed Three Hundred Thousand Dollars ($300,000.00), which includes the costs of labor, material, equipment and sales and/or use taxes as applicable. Instead, the City may use the small works roster procedures for public works projects as set forth herein. The breaking of any project into units or accomplishing any projects by phases is prohibited if it is done for the purpose of avoiding the maximum dollar amount of a contract that may be let using the small works roster process. 2. Publication. At least once a year, on behalf of the City, MRSC shall publish in a newspaper of general circulation within the jurisdiction a notice of the existence of the roster or rosters and solicit the names of contractors for such roster or rosters. Responsible contractors shall be added to appropriate MRSC roster or rosters at any time that they submit a written request and necessary records. The City may require master contracts to be signed that become effective when a specific award is made using a small works roster. 3. Telephone or Written Quotations. The City shall obtain telephone, written or electronic quotations (in accordance with City of Edmonds Purchasing Policies and Procedures) for public works contracts from contractors on the appropriate small works roster to assure that a competitive price is established and to award contracts to a contractor who meets the mandatory bidder responsibility criteria in RCW 39.04.350(1) and any pre -establish supplementary bidder criteria under RCW 39.04.350(2). a) A contract awarded from a small works roster need not be advertised. Invitations for quotations shall include an estimate of the scope and nature of the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specifications need not be included in the invitation. b) Quotations may be invited from all appropriate contractors on the appropriate small works roster. As an alternative, quotations may be invited from at least five contractors on the appropriate small works roster who have indicated the capability of performing the kind of work being contracted, in a manner that will equitably distribute the opportunity among the contractors on the appropriate roster. "Equitably distribute" means that the City may not favor i City of Edmonds Purchasing Policy Ma�on13April 2017 Page 13 of 21486 Packet Pg. 180 7.1.a certain contractors on the appropriate small works roster over other contractors on the appropriate small works roster who perform similar services. If the estimated cost of the work is from one hundred fifty thousand dollars ($150,000) to three hundred thousand dollars ($300,000), and the City chooses to solicit bids from at least five, but less than all the appropriate contractors on the appropriate small works roster, the City must notify the remaining contractors on the appropriate small works roster that quotations on the work are being sought. The City has the sole option of determining whether this notice to the remaining contractors is made by: (i) publishing notice in a legal newspaper in general circulation in the area where the work is to be done; (ii) mailing a notice to these contractors; or (iii) sending a notice to these contractors by facsimile or email. c) At the time bids are solicited, the City representative shall not inform a contractor of the terms or amount of any other contractor's bid for the same project; d) A written record shall be made by the City representative of each contractor's bid on the project and of any conditions imposed on the bid. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection, and available by telephone inquiry. 4. Limited Public Works Process. If a work, construction, alteration, repair, or improvement project is estimated to cost less than thirty-five thousand dollars ($35,000), the City may award such a contract using the limited public works process provided under RCW 39.04.155(3). For a limited public works project, the City will solicit electronic or written quotations (note: no telephone quotations permitted) from a minimum of three contractors from the appropriate small works roster and shall award the contract to the lowest responsible bidder as defined under RCW 39.04.010. After an award is made, the quotations shall be open to public inspection and available by electronic request. For limited public works projects, the City may waive the payment and performance bond requirements of chapter 39.08 RCW and the retainage requirements of chapter 60.28 RCW, thereby assuming the liability for the contractor's nonpayment of laborers, mechanics, subcontractors, materialmen, suppliers, and taxes imposed under Title 82 RCW that may be due from the contractor for the limited public works project. However, the City shall have the right of recovery against the contractor for any payments made on the contractor's behalf. The City shall maintain a list of the contractors contacted and the contracts awarded during the previous 24 months under the limited public works process, including the name of the contractor, the contractor's registration number, the amount of the contract, a brief description of the type of work performed, and the date the contract was awarded. 5. Determining Lowest Responsible Bidder. The contract must be awarded to the contractor submitting the lowest responsible bid, or all bids must be rejected. If all bids are rejected, the City may call for new bids. A responsible bidder shall be a registered and/or licensed contractor who meets the mandatory bidder responsibility criteria established by RCW 39.04.350 and any supplementary criteria pre -established by the City. 6. Award. For contracts of $100,000 or more, the Mayor or his designee shall present all quotations/bids and recommendation for award of the contract to the lowest responsible bidder to the City Council for approval. For public works project contracts of less than $100,000, the Mayor or his designee shall have the authority to award public works contracts. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 14 of 21486 Packet Pg. 181 7.1.a Bond and Other Requirements. Vendors/contractors selected off the Small Works Roster are not relieved from observing applicable legal requirements such as Bid Bond, Performance Bond, Retainage Requirements, Prevailing Wage, Labor and Material Bonding, etc. The City may waive bid bond for any solicitation using the Small Works Roster process, and/or performance bond for any contract awarded using the limited public works process. Change Orders on Public Works Construction Contracts Approval of change orders on Public Works Construction Contracts shall be in accordance with the following requirements: 1. City Council members shall be notified by e-mail of any change order in excess of $50,000. 2. City Council approval shall be required for: a) any change order in excess of $100,000 b) any change order which puts the total of change orders on a project over the designated management reserve. c) If City Council approval is required for a change order, but circumstances require a speedier approval, the Mayor is authorized to approve the required work provided that the change order and a written statement of the special circumstances requiring speedier approval is placed on the next City Council agenda for review. Reimbursement of Expenses Travel and Meetina Expenses Travel or training requires the requesting department director's prior approval. Expenses incurred on authorized travel will be reimbursed as submitted on the required, itemized, Claim for Expenses form. Receipts must be submitted with the claim form for all expenses except meals. To qualify for reimbursement, submitted expenses must be within 30 days of incurrence, reasonable and prudent under the circumstances, and directly relate to the conduct of City business or service. Reimbursement for personal expenses is prohibited. Travel mileage by private vehicle is reimbursed at the City's established rate, which is the current IRS rate. Other Issues Interlocal Aareements Solicitation of bids/quotations is not required when purchases of materials, supplies, or equipment are made under State standard contracts or similar contracts executed by and through other local governments. The City Council must approve an interlocal agreement with the local government or State agency after confirming that the other government or agency has complied or intends to comply with its own statutory requirements and either (i) posted the bid or solicitation notice on a web site established and maintained by a public agency, purchasing cooperative, or similar service provider, for purposes of posting public notice of bid or proposal solicitations, or (ii) provided an access link on the state's web portal to the notice. Neither solicitation of bids/quotations nor interlocal agreement is required when purchasing materials, supplies, or equipment from or through the United States of America or any agency thereof (RCW 39.32.070). All internal procurement approval requirements must be observed and the process must comply with state statutory requirements. City of Edmonds Purchasing Policy Ma�on13April 2017 Page 15 of 21486 Packet Pg. 182 7.1.a Sole Source Procurement If, after conducting a good faith review of available resources, the requesting department director determines that there is only one source of the required materials, supplies, equipment or service (including public works), a purchase may be awarded without complying with established bid requirements. The requesting department will submit a written request for sole source procurement with negotiated contract price, terms, conditions and delivery for approval. The vendor must certify that the City is getting the lowest price offered as compared to similarly situated clients, terms and conditions. Department directors can approve Sole Source purchases up to $50,000, the department director and the Mayor can approve sole source purchases costing more that $50,000 but less than $100,000. Council must approve sole source purchases costing more that $100,000. Immediately after the award of any sole source purchase, the factual basis for awarding the same must be recorded and open to public inspection. Special Market Conditions The City may waive established bidding requirements if an opportunity arises to purchase favorably - priced supplies, materials or equipment unrelated to public works projects that will be sold before the City can conduct the bid process. The City may waive established bidding requirements and acquire any supplies, materials, and equipment through an auction if the items can be purchased at a competitive price. Waiver will be authorized by the Mayor (or designee). Immediately after the award of any special market conditions contract, the contract and the factual basis for awarding the same must be recorded and open to public inspection. Emergencies In case of unforeseen circumstances beyond the control of the City that present a real and immediate threat to the City's ability to properly perform essential functions, or to City property or the safety of citizens and/or staff, the Mayor (or designee) can waive bid requirements to purchase supplies, materials, equipment or services to stabilize the emergency condition. Purchases must be properly documented as an emergency as soon as possible following the event. Within two weeks of confirming the emergency existed, the City Council will adopt a resolution certifying the emergency situation existed. Record Retention Requirements v d hen n'lohle 4e. ni lblin in eGtir.n The City must maintain records sufficient to detail the history of procurement. These Formatted: Font. (Default) Aral records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or resection, and the basis for the contract price. All quote/bid documents must be retained as indicated in the State of Washington Retention Schedule and be available for public inspection. State Minimum Bidding Requirements On a case by case basis, the City Council may waive any requirement contained in the City's purchasing policies and procedures as long as the result complies with applicable state laws. I City of Edmonds Purchasing Policy Ma�on13April 2017 Page 16 of 21486 Packet Pg. 183 7.1.a Conflicts of Interest The City will not accept donations of materials or services in return for a commitment to continue or initiate a purchasing agreement. No employee will participate in a procurement when they are aware of a conflict of interest, or accept gifts or gratuities from existing or potential vendors in return for a commitment to continue or initiate a purchasing relationship. See also RCW 42.23.030 and Chapter 3.70 ECC. The City n maintains wfitter>-the following standards of conduct covering conflicts of interest and - Formatted: Font: (Default) Arial, 10 pt governing the performance of its employees engaged in the selection, award and administration of contracts. No employee or elected official of the City niustcan participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee or elected official, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The employees and elected officials of the City must neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, in accordance with Section 10.14 of the City Personnel Policy, this requirement is waived if the benefit received is not substantial or is of nominal value. These standards of conduct rust -provide for disciplinary actions to be applied for violations of such standards by employees or elected officials of the City. Employees participating in the selection, award, or administration of a contract supporteds by a Federal Formatted: Left Award must complete and sign a Conflict of Interest Disclosure Form, below in Exhibit 1. Forms and Templates Purchasing forms and templates may be obtained from the public directory. Recyclables Every effort will be made to use products made from recycled materials if such products are available, of acceptable quality, and generally priced the same as similar, non -recycled products (Resolution 766). City of Edmonds Purchasing Policy MaFGh �-'^"April 2017 Page 17 of 21486 Formatted: Font: (Default) Arial Packet Pg. 184 7.1.a Surplus Items The City may acquire property from another governmental entity on mutually agreeable terms without soliciting bids/quotations. Store -Issued Charge Cards It is sometimes necessary to use store -issued charge cards. The Department Managers will request prior approval from the Finance Director or designee before establishing account. Purchase Cards Purchase cards can be issued with the approval of the Finance Director. They are to be used solely for City -authorized business purposes. See Credit Card Policy. Quick Checks Quick checks may be issued to avoid incurring penalties, interest, or late charges. Submit requests for quick checks to the Finance Department. Quick checks will be approved by the Finance Director or designee. Departments should avoid requests for quick checks by informing vendors of invoice deadlines and payment schedules. Early Release Any checks requiring an early release must be approved by the Finance Director or designee. Departments should avoid requests for early release by informing vendors of invoice deadlines and payment schedules. Petty Cash Petty cash funds cover minor disbursements. Employees may be reimbursed from petty cash funds for authorized purchases that total less than the established, petty -cash limit. Budget Adjustments Department directors (or designees) must ensure that purchases are initiated only when departmental appropriations are sufficient to cover the anticipated cost. Expenditures that exceed departmental appropriations require the Mayor's approval via the Budget Adjustment Request Form. Exclusive Contract Agreements The City may enter into an exclusive contract with a vendor in order to ensure the lowest prices on goods and/or services unrelated to architecture, engineering, land survey or public works requiring competitive bidding. All departments must use exclusive vendor unless special circumstances such as emergencies, vendor does not carry exact product, etc. Expenditures of Direct or Indirect Federal Financial Assistance Prior to contracting for goods or services which will be paid for with either direct or indirect Federal financial assistance, where vendors have not signed a self certification, vendors must be checked against the Excluded Parties List System to assure they have not been suspended/debarred and are prohibited from receiving federal funds (http://www.epls.gov/). Documentation of verification must be retained and available for audit. See related Grant and Intergovernmental Loan Policy. Safeguard Personally Identifiable Information The City shall take reasonable measures to safeguard protected, personally identifiable I City of Edmonds Purchasing Policy Ma�on13April 2017 Page 18 of 214,96 Formatted: Font: (Default) Arial Formatted: Normal Packet Pg. 185 7.1.a information and other information the Federal awarding agency or pass -through entity designates as sensitive or the non -Federal entity considers sensitive consistent with applicable Federal, state, local and tribal laws regarding privacy and obligations of confidentiality. Finance Committee The Finance Committee, composed of two Council members and the Finance Director, will review and update the City of Edmonds' purchasing and accounts payable policies and procedures, as necessary. I City of Edmonds Purchasing Policy Ma�on13April 2017 Page 19 of 21496 Formatted: Font: (Default) Arial rn t U I* rn M Packet Pg. 186 7.1.a EXHIBIT 1 Formatted: Font: (Default) Anal, 14 p caps City of Edmonds, WA Formatted: Centered CONFLICT OF INTEREST DISCLOSURE FORM FOR CITY COUNCIL MEMBERS, MAYOR, DIRECTORS, and STAFF Name (please print) Date Position It is the policy of the City of Edmonds to address how issues of actual, potential and perceived conflicts of interest involving elected officials, directors, and employees of the City should be identified, disclosed and managed. This form is designed to identify and disclose known conflicts in an effort to properly mange them. I have read the City of Edmonds's Conflict of Interest policy and understand that as an employee/Elected Official of the City of Edmonds it is my obligation to act in a manner which promotes the best interests of the City and to avoid conflicts of interest when making decisions and taking actions on behalf of the City of Edmonds. My answers to this disclosure form are correctly stated to the best of my knowledge and belief. Should a possible conflict of interest arise in my responsibilities to the City of Edmonds, I recognize that I have the obligation to notify, based on my position, the appropriate designated individual (Director, Mayor, City Council member), and to abstain from any participation in the matter until the City of Edmonds can determine whether a conflict exists and how that conflict shall be resolved. If any relevant changes occur in my affiliations, duties, or financial circumstances, I recognize that I have a continuing obligation to file an amended "Conflict of Interest Disclosure Form" with the appropriate designated department. I understand that the information on this form is solely for use by the City of Edmonds and is considered confidential information. Release to external parties will be only when required by law. Please complete the following questions, and submit this form to the Human Resources Director of the City of Edmonds. 1. Are you or a member of vour immediate family an officer. director. trustee. partner (aeneral or limited), employee or regularly retained consultant of any company, firm or organization that presently has business dealings with the City of Edmonds or which might reasonably be expected to have business dealings with the City of Edmonds in the coming year? Yes No If yes, please list the name of the company, firm or organization, the position held, and the nature of the business which is currently being conducted with the City of Edmonds or which may reasonably be expected to be conducted with the City of Edmonds in the coming_year: City of Edmonds Purchasing Policy Marsh 2013April 2017 Page 4-204 of 214-96 Packet Pg. 187 7.1.a EXHIBIT 1 2. Do you or does any member of your immediate family have a financial interest, direct or indirect, in a company, firm or organization which currently has business dealings with the City of Edmonds or which may reasonably be expected to have such business dealings with the City of Edmonds in the coming_year? Yes No If yes, please list the name of the company, firm or organization, the nature of the interest and the name of the person holding the interest, and the nature of the business which is currently being conducted with the City of Edmonds or which may reasonably be expected to be conducted with the City of Edmonds in the coming year: 3. Do you or does any member of your immediate family have a financial or personal interest in an entity in which the City of Edmonds has a financial or other vested interest. Yes No If yes, please provide details below: 4. Have you or an immediate family member accepted gifts, gratuities, lodging, dining, or entertainment that might reasonably appear to influence your judgment or actions concerning the business of the Citv of Edmonds? Yes No If yes, please provide details below: 5. Do you have anv other interest or role in a firm or oraanization. where that interest or relationship might reasonably be expected to create an impression or suspicion among the public having knowledge of your acts that you engaged in conduct in violation of your trust as a trustee, officer, Director or staff member? Yes No If yes, please provide details below: Please add additional pages as needed. If any material changes to the responses provided on this disclosure form occur, the trustee, officer or employee is required to update the information on this form in writing, and submit the update to the City of Edmonds Human Resources Director. Form reviewed by: Remedial Action(s) to be taken: The City of Edmonds will follow-up on all recommended actions to ensure compliance. City of Edmonds Purchasing Policy Marsh 2013April 2017 Page 4-204 of 214-96 Formatted: Font: (Default) Anal, 14 p caps Formatted: Centered Packet Pg. 188 City of Edmonds "Oe 1 gym Contracting and Purchasing Policies and Procedures March 2017 Packet Pg. 189 7.1.b Table of Contents Pace Policy......................................................................................................................................................2 Purpose..................................................................................................................................................2 Authority................................................................................................................................................2 Parameters.............................................................................................................................................2 Procurement of Products.....................................................................................................................3 Procurement of Professional Services...............................................................................................3 A. Professional, Technical, and Other............................................................................................3 B. Architectural, Engineering, and Land Surveyor Services(A/E).................................................4 Grant Agreements and Grant Reimbursement Documents ............................................................. 4 Procurement of Public Works..............................................................................................................5 BiddingRequirements..........................................................................................................................6 BidProcedures...................................................................................................................................6 Apprentice Requirements...................................................................................................................7 ResponsibleBidder Criteria...............................................................................................................9 SmallWorks Roster............................................................................................................................11 Limited Pubic Works Process.........................................................................................................13 Change Orders on Public Works Construction Contracts.............................................................13 Reimbursement of Expenses.............................................................................................................14 OtherIssues........................................................................................................................................14 InterlocalAgreements....................................................................................................................14 Sole Source Procurement..............................................................................................................14 SpecialMarket Conditions..............................................................................................................15 Emergencies...................................................................................................................................15 Record Retention Requirements....................................................................................................15 State Minimum Bidding Requirements...........................................................................................15 Conflictsof Interest.........................................................................................................................15 Formsand Templates....................................................................................................................16 Recyclables....................................................................................................................................16 SurplusItems..................................................................................................................................16 StoreIssued Charge Cards............................................................................................................16 PurchaseCards..............................................................................................................................16 QuickChecks.................................................................................................................................16 EarlyRelease.................................................................................................................................16 PettyCash......................................................................................................................................16 BudgetAdjustments.......................................................................................................................16 Exclusive Contract Agreements.....................................................................................................17 Expenditures of Direct or Indirect Federal Financial Assistance....................................................17 Safeguard Personally Identifiable Information...............................................................................17 FinanceCommittee........................................................................................................................17 Conflict of Interest Dislclosure Form................................................................................................18 aD r a a� .2 0 (L a� c t L) L 3 a 06 a� c R L r c 0 U City of Edmonds Purchasing Policy April 2017 Page 1 of 19 Packet Pg. 190 Policy The City of Edmonds will acquire goods and services in a manner that results in the most efficient delivery of the same considering cost and value received. To avoid conflict of interest, procurement will be impartial. Procurement of goods and services will provide the City with the best quality for the best value and will be for the benefit of the public. Employees are prohibited from making purchases for personal use and charging any City vendor account. Purchases will be made within budget limits and to meet goals and objectives approved in the City's budget. Potential purchases that are not within budget limits will be pre -approved through a budget amendment process. All City purchases will ultimately be approved by the City Council through the voucher approval process. Purpose This administrative manual establishes City responsibilities and policies, procedures, and practices to follow to purchase equipment, materials, and services. All employees must follow established policies and procedures. The City's purchasing policies and procedures, however, are intended solely for the benefit of the City. Nothing therein shall be interpreted to create any specially benefited or protected class of persons, or any private cause of action against the City. Adherence to policies and procedures will ensure that public purchases and contracts are open, fair, and at the least cost to the public. Policies and procedures are divided into six major areas: 1) Procurement of Products, 2) Procurement of Professional Services, 3) Procurement of Public Works, 4) Bidding Requirements, 5) Reimbursement of Expenses, and 6) Other Issues. Authority A department director (or designee), acting within his/her department budget, is authorized to provide for supplies and services purchases. To ensure the City's fiscal responsibility, purchases are coordinated through the Finance Department. The City's procurement procedures are based on Revised Code of Washington minimum standards, Edmonds City Council adopted resolutions and ordinances, rules and guidelines from the State Auditor's Office, and recommendations from Municipal Research Services Center. Parameters Dollar -value ranges indicated pertain to each purchase (including tax, freight, handling and set up costs, if applicable). Purchases cannot be broken into multiple purchases to avoid compliance with State statutes and City policies. Procurement of goods or services specifically identified and approved by Council during the budget process are excluded from pre -approval requirements. Any contract that extends beyond the approved budget cycle or which has continuing provisions (indemnities) which impose obligations beyond the budget cycle must go to Council for authorization; provided that the Mayor (or designees) shall be authorized to execute contracts with indemnity provisions that survive expiration or termination of the contracts if the following conditions are met: (1) City Attorney determines that the indemnity provision is in a standard form that assigns risks in a manner consistent with the costs and purposes of the contract; and (2) the dollar value of the contract is less than $100,000. City of Edmonds Purchasing Policy April 2017 Page 2 of 19 Packet Pg. 191 Procurement of Products Purchasing decisions costing $50,000 or less must be approved by the department director (or designee). Purchases costing between $20,000 and $35,000 require at least three telephone quotes from vendors (unless the items are from a sole source vendor), and completion of the vendor quote form. Purchasing decisions costing more than $35,000 but less than $50,000 must be approved by the department director (or designees). Purchases require written quotations from, if possible, at least three vendors (unless the items are from a sole source vendor or if only two possible vendors can be found). Purchasing decisions costing more than $50,000 but less than $100,000 must be approved by the department director and the Mayor (or their designees). Purchases require written quotations from, if possible, at least three vendors (unless the items are from a sole source vendor or if only two possible vendors can be found). Purchases in excess of $100,000 must be bid competitively (unless the items are from a sole source vendor). See Bidding Requirements below. The City Council must authorize the call for bids for a purchase estimated at $100,000 or more, as well as award the contract. When soliciting quotes, the City will not inform a vendor of other vendors' quotes. All quotes/bids must be awarded to the lowest responsible bidder. Procurement of Professional Services A. Professional, Technical, and Other Services 1. Professional, Technical and Other services include disciplines not specifically related to A/E such as attorneys, computer programmers, financial analysts, bond counsels, artists, planners, real estate appraisers, landscapers, etc. 2. Purchase of professional services requires completion of a City professional service contract that describes services to be performed and purchase price. 3. The department director (or designee) must approve purchases of professional services costing $50,000 or less, and provided funds have been budgeted is authorized to sign the contract. 4. The department director and the Mayor (or their designees) must approve purchases of professional services costing more than $50,000 but less than $100,000. The Mayor is authorized to sign the contract provided funds have been budgeted. Professional services with an estimated consultant fee of $100,000 or greater, require a focused public solicitation to ensure the consultant has the necessary expertise. If the work is not part of a project listed in the most current City Council Approved budget or CIP, a summary of the public solicitation must be put on the City Council agenda for approval prior to advertisement. The City Council must approve Professional Service contracts costing more than $100,000, and authorize the Mayor to sign the contract. Expertise, experience, including prior experience with the City, timeframe for completing projects, and the value of a negotiated agreement will be considered when choosing a consultant/firm to perform professional services. City of Edmonds Purchasing Policy April 2017 Page 3 of 19 Packet Pg. 192 B. Architectural, Engineering and Land Surveyor Services (A/E) 1. Procurement of A/E services will be in accordance with Chapter 39.80 RCW. The statute requires advance notice of the need for professional services (RCW 39.80.030), evaluation of firms' qualifications and performance (RCW 39.80.040), and negotiation with firms in accordance with adjudged qualifications (RCW 39.80.050). A/E purchases will be coordinated through the Public Works Department to ensure compliance with State statutes. 2. The department director (or designee) are designated authority to approve advertising Requests for Qualifications (RFQ's) for A/E services when the estimated consultant contract fee is $50,000 or less and to approve proceeding with procurement of A/E services using the A/E Consultant Roster, provided funds have been budgeted by Council. 3. The department director and the Mayor (or their designees) must approve consultant contracts when the estimated consultant contract fee is greater than $50,000, but less than $100,000, provided funds have been budgeted. The Mayor is authorized to sign the contract. 4. Per Resolution 1155 the City utilizes the A/E consultant roster maintained by Municipal Research and Services Center (MRSC). 5. Selection of an A/E consultant from the consultant roster may be made if the estimated consultant fee is $100,000 or less. All projects with an estimated A/E consultant fee of $100,000 or greater, and projects that are sufficiently complex/unique will require a focused public solicitation advertised as a Request for Qualification (RFQ's) to ensure the A/E consultant has the necessary expertise. If the project is not listed in the City's current City Council Approved budget or CIP, a summary of the RFQ and project details must be put on the City Council agenda for approval prior to advertising the RFQ. The City Council must approve A/E Professional Service contracts costing more than $100,000, and authorize the Mayor to sign the contract. A selection panel, with a minimum of three employees, shall be used to select an A/E consultant when the estimated consultant fee exceeds $100,000. A selection panel is optional when the A/E consultant fee is estimated to be less than $100,000. Purchase of A/E services require completion of a City professional service contract that describes services to be performed and purchase price. Grant Agreements and Grant Reimbursement Documents The Mayor shall be authorized to execute grant agreements for capital projects where the City Council previously authorized the project in the current Capital Improvement Program and, for growth -related projects, where the scope of the project is substantially consistent with the project description in the Capital Facilities Plan. Once a grant agreement has been properly executed as provided above, the director of the department overseeing the capital project may execute documents necessary to implement the grant agreement, including documents necessary for the city to be reimbursed by the granting agency. The Federal Highway Administration, through the State, sometimes authorizes Federal transportation funding to the City of Edmonds for transportation projects. The Code of Federal Regulations, 2 CFR 200.415(a) has been revised to ensure that final fiscal reports or vouchers requesting payment under Federal agreements must include the following certification, which, under the this policy, may be signed by the Mayor, Director, or City Engineer, who are hereby authorized to legally bind the City for the sole purpose of requesting reimbursement for Federally funded transportation project to terms that are City of Edmonds Purchasing Policy April 2017 Page 4 of 19 Packet Pg. 193 consistent with the applicable grant agreement. "By signing this report, I certify to the best of my knowledge and belief that the report is true, complete and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)." Procurement of Public Works RCW 39.04.010 defines public works to include all work, construction, alteration, repair or improvement other than ordinary maintenance, executed at the cost of the City. (Most public works projects are multiple craft, defined as more than one type of work being executed.) 1. City employees may be used to perform public works projects until the accumulated costs of public works projects performed by them during a budget cycle meets ten percent of the City's public works construction budget; PROVIDED that, for any public works project costing more than sixty-five thousand dollars, if multiple crafts or trades are involved, or forty thousand dollars, if only a single craft or trade is involved, must be bid competitively. See Bidding Requirements below. 2. Starting in January 1, 2010, the bid limits above will be sixty five thousand dollars and forty thousand dollars, respectively. 3. Once the accumulated cost of public works project performed by City employees during a budget cycle meets or exceeds ten percent of the City's public works construction budget, all other public works projects must be bid competitively, regardless of estimated costs. See Bidding Requirement below. 4. Public works projects are governed by prevailing wage requirements, regardless of contract amount. 5. Except as noted below for Small Works Roster or limited public works, a bid bond of five percent will be required on all public works bids, and a performance bond (or retainage for public works contracts of thirty five thousand dollars or less) will also be required pursuant to Chapter 39.08 RCW on public works contracts. Bidding Requirements The competitive bid process is generally (although not exclusively) used for public works projects. Dollar -value ranges indicated pertain to each purchase (including tax, freight, handling and set up costs, if applicable). Purchases cannot be broken into multiple purchases to avoid compliance with State statutes or City policies and procedures. Negotiations on bids are not permitted. Bid Procedures 1. Authorization for Bids Authorization to call for bids will be approved by the department director (or designee) for public works projects estimated at less than $50,000; and by the department director and the Mayor (or their designees) for a public works project costing more than $50,000. If the project is not included in the current City Council Approved budget or CIP, the City Council must authorize the call for bids for a project estimated at $100,000 or more. 2. Publication of Notice After proper authorization, the requesting department director (or designee) will publish the advertisement for Bids reasonably in advance of the bid submittal deadline in the official newspaper or a newspaper of general circulation most likely to bring responsive bids. City of Edmonds Purchasing Policy April 2017 Page 5 of 19 Packet Pg. 194 3. Notice Contents Notice (or advertisement) for bids should contain definite specifications and procedures for bidders to use to estimate their bids. A bid notice for public work should include: - project title, - nature and scope of work or goods sought, - where contract documents (plans and specifications) can be reviewed or obtained, - cost, if any, to obtain a set of contract documents, - place, date, and time that bids are due, - place, date, and time that bids will be opened (if different from above), - materials and equipment to be furnished by the City, if any, - statement that a bid bond must accompany the bid for public works projects, and a - statement that the City retains the right to reject any and all bids and to waive minor irregularities in the bidding process. In addition, the City may provide evaluation criteria; minimum qualification expectations; date, time, and location of pre -bid conference (if applicable); and name, address, and telephone number of the project contact to assist bidders in preparing responsive submittals. 4. Bid Opening Bids are submitted to the City Clerk's Office, where they are time and date stamped and processed. No bids will be opened prior to the predetermined date and time. 5. Report on Bids The requesting department director will report on all bids received with a recommendation on the lowest responsible bidder, if any, or to reject all bids. 6. Bid Award Unless all bids are rejected, a winning bid must be awarded to the lowest responsible bidder by the department director (or designee) for a public works project costing less than $50,000; and by the department director and the Mayor (or their designees) for a public works project costing more than $50,000 but less than $100,000. The City Council must award bids which exceed $100,000. The City may choose to reject all bids for any reason. The following shall apply to bid solicitations: • Selection of a winning offer is based primarily on low bid, after factoring whenever possible such costs as maintenance and operations over the expected period of use. Consideration, however, may also be given for the following: • Ability, capacity, expertise and skill of the bidder to perform the contract. • Character, integrity, reputation, judgment, experience, and efficiency of bidder. • Ability to perform within time specified. • Quality of performance of previous contract(s). • Other information having a bearing on the decision to award the contract. City of Edmonds Purchasing Policy April 2017 Page 6 of 19 Packet Pg. 195 7.1.b • Minimum qualifications must be provided to ensure respondents are reasonably qualified. Minimum qualification requirement should be compared against the marketplace to ensure they are not overly restrictive. • To ensure consistency and fair process, the City will use standard forms, documents, contracts, and terms and conditions, when practical. The Public Works & Finance Departments will maintain templates for bid -related documents for use by departments. The City may use an evaluation selection committee to promote an open and proper selection. The requesting department director will appoint committee members to act in an advisory capacity. • When practical, the City will conduct a pre -bid conference to allow a thorough discussion of the City's expectations, intent, scope, specifications, and terms. Interested companies should be encouraged to attend. • Every bidder for a public works contract that is expected to cost one million dollars or more must submit as part of the bid, or within one hour after the published bid submittal time, the names of the subcontractors with whom the bidder, if awarded the contract, will subcontract for performance of the work of: HVAC (heating, ventilation, and air conditioning); plumbing as described in chapter 18.106 RCW; and electrical as described in chapter 19.28 RCW, or to name itself for the work. The bidder shall not list more than one subcontractor for each category of work identified, unless subcontractors vary with bid alternates, in which case the prime contract bidder must indicate which subcontractor will be used for which alternate. Failure of bidder to submit as part of the bid the names of such subcontractors or to name itself to perform such work or the naming of two or more subcontractors to perform the same work shall render the bid nonresponsive and, therefore, void. • If no responsive bid is received on the first call the City may re -advertise and make a second call, or without any further call, it may enter into a negotiated contract, purchase the supplies, material or equipment or perform the work or improvement using its own employees. Apprentice Requirements A. Definitions. 1. "Apprentice" means an apprentice enrolled in a state -approved apprenticeship training program. 2. "Contractor" means a person, corporation, partnership, limited liability company, or joint venture entering into a contract with the City to construct a public work. 3. "Labor hours" refers to the total number of hours worked by workers receiving an hourly wage who are directly employed on the site of the public work and who are subject to state or federal prevailing wage requirements. "Labor hours" shall also include hours worked by workers employed by subcontractors on the site of the public work, and shall include additional hours worked as a result of a contract or project adjustment or pursuant to an agreed -upon change order. 4. "Estimated cost" means the anticipated cost of a public work, as determined by the City, based upon the expected costs of materials, supplies, equipment, and labor, but excluding taxes and contingency funds. 5. "Public work" refers to all City funded construction projects that constitute a public work pursuant to RCW 39.04.010 as now or hereafter amended and estimated to cost $1,000,000 or more. 6. "State -approved apprenticeship training program" means an apprenticeship program approved or recognized by the Washington State Apprenticeship and Training Council. City of Edmonds Purchasing Policy April 2017 Page 7 of 19 Packet Pg. 196 7. "Subcontractor" means a person, corporation, partnership, limited liability company, or joint venture that has contracted with the contractor to perform all or part of the work to construct a public work by a contractor. B. Apprentice utilization. Apprentices shall be utilized for the construction of public works by contractors and subcontractors in accordance with this section. 1. Apprenticeship utilization program goal. For public works contracts with an estimated cost of One Million Dollars $1,000,000) or more, the Director of Public Works, or his designee, is authorized to require that up to ten percent (10%) of the contract labor hours, including contractor and subcontractor hours, be performed by apprentices. 2. Contract requirements. Contract documents for such public works construction projects shall include provisions detailing the apprentice labor requirements. 3. Monitoring. The City will include an Apprenticeship Utilization Form for contractors to complete when submitting their bid documents, which identifies the intended usage of apprentices by the contractor and any subcontractors. This document will require the identification of individual apprentices by name and Washington State apprenticeship registration number, an estimate of the total apprentice labor hours, and the identification of apprentice hours to be worked by minorities, women, persons with disabilities and disadvantaged youth. This provision is not intended and shall not be used to discriminate against any applicant for training. In addition, the City will require the submittal of an Apprenticeship Verification Form by the contractor at the conclusion of the public works project that will identify the actual work performed by apprentices for the contractor and subcontractors. 4. Failure to meet utilization goal. Failure by a contractor to comply with established apprenticeship requirements, unless otherwise adjusted or waived in writing as set forth below, shall be deemed a breach of contract for which the City shall be entitled to all remedies allowed by law under the contract. Failure to comply with the apprenticeship requirements may also be considered evidence bearing on a contractor's qualification for award of future contracts with the City. 5. Adjustment and waiver. The Director of Public Works, or his designee, may adjust or waive the requirements of this section for a specific project at any time for the following reasons: (a) The demonstrated lack of availability of apprentices in specific geographic areas; (b) A disproportionately high ratio of material costs to labor hours, which does not make feasible the required minimum levels of apprentice participation; (c) The reasonable and necessary requirements of the contract render apprentice utilization infeasible at the required levels; (d) In order to meet the requirement, the contractor will be forced to displace members of its workforce; (e) The participating contractor has demonstrated a good faith effort to comply with the requirements of this section; and/or Other criteria deemed appropriate that are not inconsistent with the purpose and goals of this section City of Edmonds Purchasing Policy April 2017 Page 8 of 19 Packet Pg. 197 Responsible Bidder Criteria A. Mandatory responsible bidder criteria. 1. The bidder responsibility criteria set forth in this section shall be used by the Public Works Department to establish the minimum requirements for all contractors and subcontractors bidding on City contracts for public work (as those terms are defined in RCW 39.04.010). The bid documents shall set forth the documentation to be submitted by bidders to demonstrate their compliance with the mandatory responsible bidder criteria. 2. To be considered a responsible bidder and qualified to be awarded a City contract for public work, the bidder must: (a) At the time of bid submittal, have a certificate of registration in compliance with chapter 18.27 RCW (contractor registration); (b) Have a current state unified business identifier (UBI) number; (c) If applicable, have: (i) industrial insurance coverage for the bidder's employees working in Washington as required in Title 51 RCW; (ii) a state employment security department number as required in Title 50 RCW; and (iii) a state excise tax registration number as required in Title 82 RCW; (d) Not be disqualified from bidding on any public works contract under RCW 39.06.010 or RCW 39.12.065(3); and (e) Until December 31, 2013, not have violated RCW 39.04.370 more than one time as determined by the State Department of Labor and Industries. 3. A bidder must verify mandatory responsibility criteria for each first tier subcontractor, and a subcontractor of any tier that hires other subcontractors must verify mandatory responsibility criteria for each of its subcontractors. Verification shall include that each subcontractor, at the time of subcontract execution, meets the responsibility criteria listed in RCW 39.04.350(1) and ECC 18.00.060 and possesses an electrical contractor license, if required by chapter 19.28 RCW, or an elevator contractor license, if required by chapter 70.87 RCW. This verification requirement, as well as the mandatory responsibility criteria, must be included in every public works contract and subcontract of every tier. B. Supplemental responsible bidder criteria. 1. In addition to the mandatory bidder responsibility criteria set forth in ECC 18.00.060 (A), the Public Works Department may adopt in connection with a particular project relevant supplemental bidder responsibility criteria which the bidder must meet. Those supplemental criteria, including the basis for evaluation and the deadlines for requesting modification of the supplemental bidder responsibility criteria and for appealing a determination that a low bidder is not responsible under the supplemental bidder responsibility criteria, shall be provided in the invitation to bid or bidding documents. 2. As relevant to a particular project, supplemental bidder responsibility criteria may be included to require that: City of Edmonds Purchasing Policy April 2017 Page 9 of 19 Packet Pg. 198 (a) The bidder shall not owe delinquent taxes to the Washington State Department of Revenue without a payment plan approved by the Department of Revenue; (b) The bidder shall not currently be debarred or suspended by the federal government; (c) The bidder shall have complied with minority and women's business enterprises, disadvantaged business enterprises, or other similar utilization requirements or goals on federally -funded public works projects with such requirements completed by the bidder within three years of the bid submittal date, unless there are extenuating circumstances acceptable to the City; (d) The bidder shall not be listed as an ineligible contractor on the federal GSA Excluded Parties List System set forth by 31 U.S.0 § 6101 and Executive Order 13496; (e) If bidding on a public works project subject to the apprenticeship utilization requirements in ECC 18.00.050, the bidder: (i) shall not have been found out of compliance with apprenticeship requirements of ECC 18.00.050 unless otherwise excepted or waived in writing by the Mayor or the Mayor's designee pursuant to that section for a one-year period immediately preceding the date of the bid submittal deadline; and (ii) shall have complied with apprenticeship utilization goals on public works projects having such requirements that were completed by the bidder within a three-year period immediately preceding the date of the bid submittal deadline, unless there are extenuating circumstances acceptable to the City; (f) The bidder shall not have been convicted of a crime involving bidding on a public works contract within five years from the bid submittal deadline; (g) The bidder's standard subcontract form shall include the subcontractor responsibility language required by RCW 39.06.020, and the bidder shall have an established procedure which it utilizes to validate the responsibility of each of its subcontractors. The bidder's subcontract form shall also include a requirement that each of its subcontractors shall have and document a similar procedure to determine whether the sub -tier subcontractors with which it contracts are also "responsible" subcontractors as defined by RCW 39.06.020; (h) The bidder shall not have a record of excessive claims filed against the retainage or payment bonds for public works projects during the previous three years that demonstrate a lack of effective management by the bidder of making timely and appropriate payments to its subcontractors, suppliers, and workers, unless there are extenuating circumstances acceptable to the City; (i) The bidder shall have successfully completed projects of a similar size and scope as required by the contract documents for the project. In evaluating whether projects were successfully completed, the City may check owner references for previous projects and evaluate the owner's assessment of bidder performance, including but not limited to quality control, safety record, City of Edmonds Purchasing Policy April 2017 Page 10 of 19 Packet Pg. 199 timeliness of performance, use of skilled personnel, management of subcontractors, availability of and use of appropriate equipment, compliance with contract documents, and management of submittals process, change orders and close-out; Q) The bidder shall not have had any public works contract terminated for cause by a government agency during the five year period immediately preceding the bid submittal deadline for the project, unless there are extenuating circumstances acceptable to the City; (k) The bidder shall not have judgments entered by a court of law against the bidder within five years of the bid submittal date that demonstrate a pattern of failing to meet the terms of contracts, unless there are extenuating circumstances acceptable to the City; and (1) The bidder shall not have a documented pattern of prevailing wage complaints filed against it within five years of the bid submittal date that demonstrates a failure to pay workers prevailing wages, unless there are extenuating circumstances acceptable to the City. 3. Supplemental bidder responsibility criteria may include any other criteria determined by the City to be relevant to the particular project being bid, including but not limited to the ability, capacity and skill of the bidder to perform, the experience and efficiency of the bidder, the financial situation of the bidder, and the performance of the bidder on previous contracts or services. 4. In a timely manner before the bid submittal deadline, a potential bidder may request that the City modify the supplemental bidder responsibility criteria. The City must evaluate the information submitted by the potential bidder and respond before the bid submittal deadline. If the evaluation results in a change of the criteria, the City must publish an addendum to the bidding documents identifying the modified criteria. 5. If the bidder fails to supply information requested concerning responsibility within the time and manner specified in the bid documents, the City may base its determination of responsibility upon any available information related to the supplemental criteria or may find the bidder not responsible. 6. If the City determines a bidder to be not responsible, the City must provide, in writing, the reasons for the determination. The bidder may appeal the determination within the time period specified in the bidding documents by presenting additional information to the City. The City must consider the additional information before issuing its final determination. If the final determination affirms that the bidder is not responsible, the City may not execute a contract with any other bidder until two business days after the bidder determined to be not responsible has received the final determination. 7. The invitation to bid or bidding documents shall specify the times, manner and means of communications, deadlines and determinations required by this section. Small Works Roster The City of Edmonds has entered into an agreement with Municipal Research and Services Center, whereas they will maintain the Small Works Roster. Resolution 1155, passed November 5, 2007 established a small works roster process to award public works contracts, and is incorporated below. The Mayor (or designee) is authorized to proceed with procurement from the Rosters, provided funds have been budgeted by Council. City of Edmonds Purchasing Policy April 2017 Page 11 of 19 Packet Pg. 200 Use of the Small Works Roster allows the City to preclude the advertisement requirements and sealed bidding procedures of the formal competitive process. All other bidding procedures and requirements not in conflict remain the same. The following small works roster procedures are established for use by the City pursuant to RCW 39.04.155: Cost. The City need not comply with formal sealed bidding procedures for the construction, building, renovation, remodeling, alteration, repair, or improvement of real property where the estimated cost does not exceed Three Hundred Thousand Dollars ($300,000.00), which includes the costs of labor, material, equipment and sales and/or use taxes as applicable. Instead, the City may use the small works roster procedures for public works projects as set forth herein. The breaking of any project into units or accomplishing any projects by phases is prohibited if it is done for the purpose of avoiding the maximum dollar amount of a contract that may be let using the small works roster process. 2. Publication. At least once a year, on behalf of the City, MRSC shall publish in a newspaper of general circulation within the jurisdiction a notice of the existence of the roster or rosters and solicit the names of contractors for such roster or rosters. Responsible contractors shall be added to appropriate MRSC roster or rosters at any time that they submit a written request and necessary records. The City may require master contracts to be signed that become effective when a specific award is made using a small works roster. 3. Telephone or Written Quotations. The City shall obtain telephone, written or electronic quotations (in accordance with City of Edmonds Purchasing Policies and Procedures) for public works contracts from contractors on the appropriate small works roster to assure that a competitive price is established and to award contracts to a contractor who meets the mandatory bidder responsibility criteria in RCW 39.04.350(1) and any pre -establish supplementary bidder criteria under RCW 39.04.350(2). a) A contract awarded from a small works roster need not be advertised. Invitations for quotations shall include an estimate of the scope and nature of the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specifications need not be included in the invitation. b) Quotations may be invited from all appropriate contractors on the appropriate small works roster. As an alternative, quotations may be invited from at least five contractors on the appropriate small works roster who have indicated the capability of performing the kind of work being contracted, in a manner that will equitably distribute the opportunity among the contractors on the appropriate roster. "Equitably distribute" means that the City may not favor certain contractors on the appropriate small works roster over other contractors on the appropriate small works roster who perform similar services. If the estimated cost of the work is from one hundred fifty thousand dollars ($150,000) to three hundred thousand dollars ($300,000), and the City chooses to solicit bids from at least five, but less than all the appropriate contractors on the appropriate small works roster, the City must notify the remaining contractors on the appropriate small works roster that quotations on the work are being sought. The City has the sole option of determining whether this notice to the remaining contractors is made by: (i) publishing notice in a legal newspaper in general circulation in the area where the work is to be done; (ii) mailing a notice to these contractors; or (iii) sending a notice to these contractors by facsimile or email. City of Edmonds Purchasing Policy April 2017 Page 12 of 19 Packet Pg. 201 c) At the time bids are solicited, the City representative shall not inform a contractor of the terms or amount of any other contractor's bid for the same project; d) A written record shall be made by the City representative of each contractor's bid on the project and of any conditions imposed on the bid. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection, and available by telephone inquiry. 4. Limited Public Works Process. If a work, construction, alteration, repair, or improvement project is estimated to cost less than thirty-five thousand dollars ($35,000), the City may award such a contract using the limited public works process provided under RCW 39.04.155(3). For a limited public works project, the City will solicit electronic or written quotations (note: no telephone quotations permitted) from a minimum of three contractors from the appropriate small works roster and shall award the contract to the lowest responsible bidder as defined under RCW 39.04.010. After an award is made, the quotations shall be open to public inspection and available by electronic request. For limited public works projects, the City may waive the payment and performance bond requirements of chapter 39.08 RCW and the retainage requirements of chapter 60.28 RCW, thereby assuming the liability for the contractor's nonpayment of laborers, mechanics, subcontractors, materialmen, suppliers, and taxes imposed under Title 82 RCW that may be due from the contractor for the limited public works project. However, the City shall have the right of recovery against the contractor for any payments made on the contractor's behalf. The City shall maintain a list of the contractors contacted and the contracts awarded during the previous 24 months under the limited public works process, including the name of the contractor, the contractor's registration number, the amount of the contract, a brief description of the type of work performed, and the date the contract was awarded. 5. Determining Lowest Responsible Bidder. The contract must be awarded to the contractor submitting the lowest responsible bid, or all bids must be rejected. If all bids are rejected, the City may call for new bids. A responsible bidder shall be a registered and/or licensed contractor who meets the mandatory bidder responsibility criteria established by RCW 39.04.350 and any supplementary criteria pre -established by the City. 6. Award. For contracts of $100,000 or more, the Mayor or his designee shall present all quotations/bids and recommendation for award of the contract to the lowest responsible bidder to the City Council for approval. For public works project contracts of less than $100,000, the Mayor or his designee shall have the authority to award public works contracts. 7. Bond and Other Requirements. Vendors/contractors selected off the Small Works Roster are not relieved from observing applicable legal requirements such as Bid Bond, Performance Bond, Retainage Requirements, Prevailing Wage, Labor and Material Bonding, etc. The City may waive bid bond for any solicitation using the Small Works Roster process, and/or performance bond for any contract awarded using the limited public works process. Change Orders on Public Works Construction Contracts Approval of change orders on Public Works Construction Contracts shall be in accordance with the following requirements: 1. City Council members shall be notified by e-mail of any change order in excess of $50,000. 2. City Council approval shall be required for: a) any change order in excess of $100,000 b) any change order which puts the total of change orders on a project over the designated City of Edmonds Purchasing Policy April 2017 Page 13 of 19 Packet Pg. 202 management reserve. c) If City Council approval is required for a change order, but circumstances require a speedier approval, the Mayor is authorized to approve the required work provided that the change order and a written statement of the special circumstances requiring speedier approval is placed on the next City Council agenda for review. Reimbursement of Expenses Travel and Meetina Expenses Travel or training requires the requesting department director's prior approval. Expenses incurred on authorized travel will be reimbursed as submitted on the required, itemized, Claim for Expenses form. Receipts must be submitted with the claim form for all expenses except meals. To qualify for reimbursement, submitted expenses must be within 30 days of incurrence, reasonable and prudent under the circumstances, and directly relate to the conduct of City business or service. Reimbursement for personal expenses is prohibited. Travel mileage by private vehicle is reimbursed at the City's established rate, which is the current IRS rate. Other Issues Interlocal Aareements Solicitation of bids/quotations is not required when purchases of materials, supplies, or equipment are made under State standard contracts or similar contracts executed by and through other local governments. The City Council must approve an interlocal agreement with the local government or State agency after confirming that the other government or agency has complied or intends to comply with its own statutory requirements and either (i) posted the bid or solicitation notice on a web site established and maintained by a public agency, purchasing cooperative, or similar service provider, for purposes of posting public notice of bid or proposal solicitations, or (ii) provided an access link on the state's web portal to the notice. Neither solicitation of bids/quotations nor interlocal agreement is required when purchasing materials, supplies, or equipment from or through the United States of America or any agency thereof (RCW 39.32.070). All internal procurement approval requirements must be observed and the process must comply with state statutory requirements. Sole Source Procurement If, after conducting a good faith review of available resources, the requesting department director determines that there is only one source of the required materials, supplies, equipment or service (including public works), a purchase may be awarded without complying with established bid requirements. The requesting department will submit a written request for sole source procurement with negotiated contract price, terms, conditions and delivery for approval. The vendor must certify that the City is getting the lowest price offered as compared to similarly situated clients, terms and conditions. Department directors can approve Sole Source purchases up to $50,000, the department director and the Mayor can approve sole source purchases costing more than $50,000 but less than $100,000. Council must approve sole source purchases costing more than $100,000. Immediately after the award of any sole source purchase, the factual basis for awarding the same must be recorded and open to public inspection. City of Edmonds Purchasing Policy April 2017 Page 14 of 19 Packet Pg. 203 Special Market Conditions The City may waive established bidding requirements if an opportunity arises to purchase favorably - priced supplies, materials or equipment unrelated to public works projects that will be sold before the City can conduct the bid process. The City may waive established bidding requirements and acquire any supplies, materials, and equipment through an auction if the items can be purchased at a competitive price. Waiver will be authorized by the Mayor (or designee). Immediately after the award of any special market conditions contract, the contract and the factual basis for awarding the same must be recorded and open to public inspection. Emergencies In case of unforeseen circumstances beyond the control of the City that present a real and immediate threat to the City's ability to properly perform essential functions, or to City property or the safety of citizens and/or staff, the Mayor (or designee) can waive bid requirements to purchase supplies, materials, equipment or services to stabilize the emergency condition. Purchases must be properly documented as an emergency as soon as possible following the event. Within two weeks of confirming the emergency existed, the City Council will adopt a resolution certifying the emergency situation existed. Record Retention Requirements The City must maintain records sufficient to detail the history of procurement. These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. All quote/bid documents must be retained as indicated in the State of Washington Retention Schedule and be available for public inspection. State Minimum Bidding Requirements On a case by case basis, the City Council may waive any requirement contained in the City's purchasing policies and procedures as long as the result complies with applicable state laws. Conflicts of Interest The City will not accept donations of materials or services in return for a commitment to continue or initiate a purchasing agreement. No employee will participate in a procurement when they are aware of a conflict of interest, or accept gifts or gratuities from existing or potential vendors in return for a commitment to continue or initiate a purchasing relationship. See also RCW 42.23.030 and Chapter 3.70 ECC. The City maintains the following standards of conduct covering conflicts of interest and governing the performance of its employees engaged in the selection, award and administration of contracts. No employee or elected official of the City can participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee or elected official, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The employees and elected officials of the City must neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, in accordance with Section 10.14 of the City Personnel Policy, this requirement is waived if the benefit received is not substantial or is of nominal value. These standards of conduct provide for disciplinary actions to be applied for violations of such standards by employees or elected officials of the City. City of Edmonds Purchasing Policy April 2017 Page 15 of 19 Packet Pg. 204 Employees participating in the selection, award, or administration of a contract supported by a Federal Award must complete and sign a Conflict of Interest Disclosure Form, below in Exhibit 1. Forms and Templates Purchasing forms and templates may be obtained from the public directory. Recyclables Every effort will be made to use products made from recycled materials if such products are available, of acceptable quality, and generally priced the same as similar, non -recycled products (Resolution 766). Surplus Items The City may acquire property from another governmental entity on mutually agreeable terms without soliciting bids/quotations. Store -Issued Charge Cards It is sometimes necessary to use store -issued charge cards. The Department Managers will request prior approval from the Finance Director or designee before establishing account. Purchase Cards Purchase cards can be issued with the approval of the Finance Director. They are to be used solely for City -authorized business purposes. See Credit Card Policy. Quick Checks Quick checks may be issued to avoid incurring penalties, interest, or late charges. Submit requests for quick checks to the Finance Department. Quick checks will be approved by the Finance Director or designee. Departments should avoid requests for quick checks by informing vendors of invoice deadlines and payment schedules. Early Release Any checks requiring an early release must be approved by the Finance Director or designee. Departments should avoid requests for early release by informing vendors of invoice deadlines and payment schedules. Petty Cash Petty cash funds cover minor disbursements. Employees may be reimbursed from petty cash funds for authorized purchases that total less than the established, petty -cash limit. Budget Adjustments Department directors (or designees) must ensure that purchases are initiated only when departmental appropriations are sufficient to cover the anticipated cost. Expenditures that exceed departmental appropriations require the Mayor's approval via the Budget Adjustment Request Form. City of Edmonds Purchasing Policy April 2017 Page 16 of 19 Packet Pg. 205 Exclusive Contract Aareements The City may enter into an exclusive contract with a vendor in order to ensure the lowest prices on goods and/or services unrelated to architecture, engineering, land survey or public works requiring competitive bidding. All departments must use exclusive vendor unless special circumstances such as emergencies, vendor does not carry exact product, etc. Expenditures of Direct or Indirect Federal Financial Assistance Prior to contracting for goods or services which will be paid for with either direct or indirect Federal financial assistance, where vendors have not signed a self certification, vendors must be checked against the Excluded Parties List System to assure they have not been suspended/debarred and are prohibited from receiving federal funds (http://www.epls.gov/). Documentation of verification must be retained and available for audit. See related Grant and Intergovernmental Loan Policy. Safeguard Personally Identifiable Information The City shall take reasonable measures to safeguard protected, personally identifiable information and other information the Federal awarding agency or pass -through entity designates as sensitive or the non - Federal entity considers sensitive consistent with applicable Federal, state, local and tribal laws regarding privacy and obligations of confidentiality. Finance Committee The Finance Committee, composed of two Council members and the Finance Director, will review and update the City of Edmonds' purchasing and accounts payable policies and procedures, as necessary. City of Edmonds Purchasing Policy April 2017 Page 17 of 19 Packet Pg. 206 EXHIBIT 1 City of Edmonds, WA CONFLICT OF INTEREST DISCLOSURE FORM FOR CITY COUNCIL MEMBERS, MAYOR, DIRECTORS, and STAFF Name (please print) Date Position It is the policy of the City of Edmonds to address how issues of actual, potential and perceived conflicts of interest involving elected officials, directors, and employees of the City should be identified, disclosed and managed. This form is designed to identify and disclose known conflicts in an effort to properly manage them. I have read the City of Edmonds's Conflict of Interest policy and understand that as an employee/Elected Official of the City of Edmonds it is my obligation to act in a manner which promotes the best interests of the City and to avoid conflicts of interest when making decisions and taking actions on behalf of the City of Edmonds. My answers to this disclosure form are correctly stated to the best of my knowledge and belief. Should a possible conflict of interest arise in my responsibilities to the City of Edmonds, I recognize that have the obligation to notify, based on my position, the appropriate designated individual (Director, Mayor, City Council member), and to abstain from any participation in the matter until the City of Edmonds can determine whether a conflict exists and how that conflict shall be resolved. If any relevant changes occur in my affiliations, duties, or financial circumstances, I recognize that I have a continuing obligation to file an amended "Conflict of Interest Disclosure Form" with the appropriate designated department. I understand that the information on this form is solely for use by the City of Edmonds and is considered confidential information. Release to external parties will be only when required by law. Signature Date Please complete the following questions, and submit this form to the Human Resources Director of the City of Edmonds. 1. Are you or a member of your immediate family an officer, director, trustee, partner (general or limited), employee or regularly retained consultant of any company, firm or organization that presently has business dealings with the City of Edmonds or which might reasonably be expected to have business dealings with the City of Edmonds in the coming year? Yes No If yes, please list the name of the company, firm or organization, the position held, and the nature of the business which is currently being conducted with the City of Edmonds or which may reasonably be expected to be conducted with the City of Edmonds in the coming year: 2. Do you or does any member of your immediate family have a financial interest, direct or indirect, in a company, firm or organization which currently has business dealings with the City of Edmonds or which may reasonably be expected to have such business dealings with the City of Edmonds in the coming year? Yes No If yes, please list the name of the company, firm or organization, the nature of the interest and the name of the person holding the interest, and the nature of the business which is currently being conducted with the City of Edmonds or which may reasonably be expected to be conducted with the City of Edmonds in the coming year: City of Edmonds Purchasing Policy April 2017 Page 19 of 19 Packet Pg. 207 EXHIBIT 1 3. Do you or does any member of your immediate family have a financial or personal interest in an entity in which the City of Edmonds has a financial or other vested interest. Yes No If yes, please provide details below: 4. Have you or an immediate family member accepted gifts, gratuities, lodging, dining, or entertainment that might reasonably appear to influence your judgment or actions concerning the business of the City of Edmonds? Yes No If yes, please provide details below: 5. Do you have any other interest or role in a firm or organization, where that interest or relationship might reasonably be expected to create an impression or suspicion among the public having knowledge of your acts that you engaged in conduct in violation of your trust as a trustee, officer, Director or staff member? Yes No If yes, please provide details below: Please add additional pages as needed. If any material changes to the responses provided on this disclosure form occur, the trustee, officer or employee is required to update the information on this form in writing, and submit the update to the City of Edmonds Human Resources Director. Form reviewed by: Remedial Action(s) to be taken: The City of Edmonds will follow-up on all recommended actions to ensure compliance. City of Edmonds Purchasing Policy April 2017 Page 19 of 19 Packet Pg. 208 Apprentice History 2012-2016 7.1.c Apprentice Yr of Contract Amount Apprentice Goal Goal Met Award Projects Grants PM (Award) Contractor Required (Yes/No) (Yes/No) Actual % Comments Already had apprentice on payroll 2012 2012 Waterline Replacement Ed $ 652,000 D&G Backhoe Yes Yes 18.9% prior to contract - existing Union sl 2012 Talbot Drainage Impr Jaime $ 317,179 Kamins Yes No 0.0% 2012 19 Sewer Lift Stations Rehab Jaime $ 3,862,240 Razz Construction Yes No 7.0% Estimate for actual goal. One apprentice on payroll from 20 2013 2013 Waterline Replacement ED $ 1,300,000 D&G Backhoe Yes No 10.3% H2O project had graduated Sewerline Replacement Phase 1 (2012 2013 Sewer Project) ED $ 1,230,000 Shoreline Construction Yes Yes 19.7% Existing Union Shop Project concurrent with Phase I Se, Sewerline Replacement Phase 2 (2013 See Phase Project; not enough apprentices tc 2014 ISewer Project) ED $ 1,780,000 Shoreline Construction Yes No I Sewer around Waiver - contractor will be forced 1 displace members of its own 2014 2014 Waterline Replacement Henry $ 1,474,497 Earthwork Enterprises Yes No 0.0% workforce Waiver - contractor will be forced 1 displace members of its own 2014 Citywide Stormwater Improvements Henry $ 337,759 D & G Backhoe Yes No 0.0% workforce Contractor's apprentice left during the job prompting contractor to se and receive - good faith effort 2015 2015 Waterline Replacement Ryan $ 2,195,457 D&G Backhoe Yes Y/N 9.0% exemption during construction Waiver - contractor will be forced 1 displace members of its own 2015 2015 Sewerline Replacement Henry $ 1,090,411 Buno Construction Yes No 10.6% workforce Waiver - contractor will be forced 1 displace members of its own 2015 City Spray Park X Henry $ 728,920 Wyser Construction Yes No 12.4% workforce Company family member is one of 2016 SW Edmonds 105th/106th Ed $ 492,000 Rodarte Construction Yes Yes 16.3% apprentices. Firm has stated they do not emplo 2016 2016 CIPP Ed $ 1,030,000 Insituform Technologies Yes No apprentices. 2016 2016 Sewerline Replacement Jaime Karvel Construction Yes TBD TBD Project still active 2016 2016 Waterline Replacement Henry $ 1,147,402 D & G Backhoe Yes Yes 23.3% 2016 Fishing Pier X I Henry $ 1,004,318 Razz Construction Yes Yes 16.7% Os m 0 N N 0 N O Ar 2 2 d U r— (1) L EI a Packet Pg. 209 7.2 City Council Agenda Item Meeting Date: 04/25/2017 Edmonds Veteran's Plaza Update and Request (15 min) Staff Lead: Carrie Hite Department: Parks, Recreation & Cultural Services Preparer: Carrie Hite Background/History On January 20, 2015, Council approved the concept for the Veterans Plaza. On August 2, 2016, Council authorized the Mayor to sign the revised Goods & Materials Agreement for the procurement of stone cladding, paving and site furnishings for the Edmonds Veterans Plaza from Coldspring. On August 23, 2016, Council authorized the Mayor to sign a Change Authorization for the Goods & Materials Agreement for the procurement of stone cladding, paving and site furnishings for the Edmonds Veterans Plaza from Coldspring. On September 6, 2016, Council rejected bids for the Edmonds Veterans Plaza. On Dec 13, 2016, Council awarded the bid for the Veterans Plaza Project. On Dec. 13, 2016, Council approved $4000 towards the project from Council contingency fund. Staff Recommendation Be briefed on project and authorize additional funds. Narrative The Edmonds Veterans Plaza is a community project to support, create and build memorials to Edmond's military veterans. The project will provide site improvements and enhancements to the existing City of Edmonds Municipal Court Plaza and immediate surroundings. It includes a new stone -clad wall with two waterfall feature elements, related mechanical, plumbing and electrical work, new paving, walls, stairs and handrails, new site furnishings and lighting, modifications to existing planting and irrigation, minor modifications to the existing parking lot and new utility connections. The project costs are being funded by the Edmonds Veteran Plaza Fund. The Plaza Committee has raised a total of $568,710, filling the gap from the discrepancy that was evident in December when the bid was awarded. This was enough to cover the original construction contract with KA Construction with a 10% contingency. As is common during construction, there are several unknowns and changes that come about. Following is a description of difficulties and changes we have encountered so far on this project. Packet Pg. 210 7.2 Unforeseen electrical issues have increased the budget significantly. The electrical panels in the public safety building do not have the capacity to service the additional requirements of the plaza. This will require a new meter base and a 200 amp electrical panel mounted in an above ground electrical enclosure. Additionally, the existing conduits for the flag pole lighting and the Centennial Plaza ere originally installed in the plaza landscape area with only 8 inches of cover instead of the 18 inches as required by code. The conduits needed to be replaced and buried deeper to meet compliance. The Parks Department requested slabs for the benches, instead of footings. This will decrease maintenance and liability. Grants and additional fundraising will cover the cost of adding a drinking fountain and a Veteran's Resource Kiosk. They will be installed later this year after the completion of the construction contract. Waterline and electrical conduits are being installed by the contractor while access is available. The unforeseen electrical issues and the addition of more site features have required additional staff time to coordinate during construction. A total of $25,000 is estimated for engineering staff. Lastly, Site Workshop and their electrical sub -consultant have exhausted budget from their original contracts for the reasons listed in the paragraphs above. In addition, this project has required their coordination with multiple parties, including Coldspring, supplier of the stone for the Veteran's Wall and the Veteran's Plaza Committee. They also provided support for an earlier bid on August 18, 2016, where the bids were rejected because of budgetary reasons. A total of $17,500 is slated to go towards amendments to the consultant contracts. City staff have met with the Veteran's Plaza Committee, and they are currently fundraising for the informational kiosk. These additional costs outlined here, a lot of which are due to faulty infrastructure and/or the City's requests, add $46,000 to the cost of the project. In addition, there will be approximately $25,000 additional needed for the engineering staff time. This request is for the Council to support additional funds and authorization for $71,000 as shown on the attached budget. This includes an additional $13,250 for management reserve. This can be funded out of the REET 2 balance. Packet Pg. 211 7.2.a Veterans Plaza Budget Summary 4/21/2017 Contract Number: E6MA/c480 Funding Funding Totals Edmonds Veterans Plaza Fund as of 4/4/17 $430,020.00 State Department of Commerce $74,690.00 City parks 132 (includes 30k for const, and 15K for engineering staff time) $45,000.00 Pending revenue from pledges $29,000.00 Council Contingency Fund $4,000.00 Additional budget authority from Council needed: includes 25K eng staff $71,000.00 April 25th Council Session Total Funding $653,710.00 Consultant Expenses Expense Totals Status Site Workshop - Design $55,550.00 Approved Site Workshop - Additional Electrical Design $5,000.00 Estimated Site Workshop - Additional Construction Support $12,500.00 Proposed Krazan - Materials Testing, Task Order 2 $2,031.40 Approved Krazan - Materials Testing, Task Order 3 $1,466.05 Proposed Total Consultant Expenses $76,547.45 Owner Furnished Expenses Expense Totals Status Stone Materials - Coldspring $145,155.60 Tax & Freight Included Benches & Plaques $24,235.92 Tax & Freight Included Dog Statue $8,500.001 Tax Included? Total Owner Furnished Expenses $177,891.52 Change Proposals Change Proposal Totals Status CP #1 - Concrete Demo & Restoration Utility Corridor $1,000.00 Estimate - Force Account CP #2 - Sidewalk Near Seat Wall $500.00 Estimate - Force Account CP #3 - Demo Near Veterans Wall $3,725.99 Negotiated CP #4A - Electrical Conduits Centennial Plaza $3,300.00 Estimate CP #413 - Electrical Conduits Flag Pole & Sign Lighting $1,500.00 Estimate CP #5 - Drain Provisons for Circular Plaza $870.21 Approved Force Account CP #6 - Bench Slabs $5,357.20 Negotiated CP #7 - Drinking Fountain Waterline $2,500.00 Estimate CP #8 - Light Pole Footing $3,752.44 Approved CP #9 - Sidewalk at North End of Paver Plaza $1,200.00 Estimate - Force Account CP #10 - Electrical Lines for new service and 120V circuits $4,000.00 Estimate CP #11 - Deductive Change for Dog Statue Plinth -$200.00 Estimate CP #12 - Meter and Electrical Panel Box $5,000.00 Estimate CP #13 - Replace Colored Concrete with Sand Blasted Stripes in Plaza $1,500.00 Estimate CP #14 - Battery Operated Irrigation Controller $750.00 Estimate Total Change Pro osals $34,755.84 Sales Tax 10.3% $3,579.85 0 N Change Order No. 1, Exhibit A Page 1 of 1 Printed: 4/21/2017 Packet Pg. 212 7.2.a Total Change Proposals Plus Tax 1 $38,337.69 Construction Expenses Expense Totals K-A General Construction Contract Award $264,998.11 Sales Tax @ 10.3% $27,294.81 Total Construction Expenses Plus Tax $292,292.92 City Expenses Expense Totals Estimated Additional Costs Engineering Staff Time (Thru 3/31) $17,347.58 $22,000.00 Utility Fees (Water & Sewer) $8,175.00 Drinking Fountain Water Line Review $12.00 PUD Electrical Service $4,172.00 Permit & ROW Fees $1,918.50 Bid Advertising $1,695.01 Total City Expenses $33,320.09 $22,000.00 Project Expenses Total Project Expenses $640,389.67 Budget Summary Total Project Funding $653,710.00 Project Expenses $640,389.67 Management Reserve - % of Original Contract $13,250.00 Total Project Expenses $653,639.67 Post Project Expenses Status Drinking Fountain $6,033.48 Quote PRV $150.00 Estimate Drinking Fountain Slab $330.00 Estimate Veterans Resource Kiosk $20,000.00 Quote Kiosk Slab $330.00 Estimate Total Post Project Expenses $26,843.48 r r O N ti T T N 0 E E N IM 3 m N C L d d > C cD i V Q Change Order No.1, Exhibit A Page 1 of 2 Printed: 4/21/2017 Packet Pg. 213 8.1 City Council Agenda Item Meeting Date: 04/25/2017 Wastewater Treatment, Disposal and Transport Contract Extension (10 min.) Staff Lead: Phil Williams Department: City Clerk's Office Preparer: Scott Passey Background/History This item has not been before City Council. Staff Recommendation Staff recommend that the City Council approve the Wastewater Treatment, Disposal and Transport Contract Extension. The length of the contract term, the vital importance of services involved, and the size of financial commitments of the contract suggest this item should be placed on the regular Council agenda calendar for April 18th Narrative In 1988 the City of Edmonds entered into an agreement with Olympic View Water and Sewer District, Ronald Sewer District and the City of Mountlake Terrace to upgrade the WWTP to Secondary Treatment. The agreement focused on financing and building the new plant. It also determined the ownership interest of each Partner and their capital contribution rate. It also defines a process to ensure Partners pay their share of operating expenses based on their annual measured flows to the facility. In addition the contract defines the role and responsibility of the Oversight Committee which is composed of 1 member from each Partner organization. The agreement will expires in May, 2018 and will need to be replaced with an updated version or extended under the existing terms before that date. The Oversight Committee has worked diligently over the past few years to develop new contract language that addresses a variety issues that have changed during the last 29 years. These include new regulatory requirements, improved pre-treatment processes, holding each Partner responsible for their own conveyance system upgrades and repairs, and clarification of some past ambiguities within the contract. As the Oversight Committee entered into the final stages of contract review and re -drafting concerns arose regarding the City of Shoreline's assumption of Ronald Sewer District and their intention to take over the Pt. Wells area (currently within the service area of Olympic View Water and Sewer District). These issues have brought the parties to an impasse on the re -negotiation of the existing contract. A general agreement has been reached, however, to extend the existing contract for two additional years to allow continued discussion and/or continued legal action to further clarify a path forward. Staff is recommending the City sign a 2-year contract extension to provide this additional time. By then, if the courts have not already decided the issues being litigated we would at least be able to deal directly with Shoreline rather than indirectly dealing with Shoreline through Ronald's board of directors Packet Pg. 214 8.1 and General Manager. Attachments: Addend um-COE+COM+Oly View WS+Ronald W PSA Packet Pg. 215 ADDENDUM FOR PROFESSIONAL SERVICES AGREEMENT 8.1.a Wastewater Treatment, Disposal and Transport WHEREAS, the City of Mountlake Terrace, Olympic View Water and Sewer District, and Ronald Sewer District (the "Participants") and the City of Edmonds (the "City"), (collectively the "Parties"), all municipal corporations of the State of Washington, entered into an underlying Agreement for wastewater treatment, disposal and transport, for a term of thirty (30) years, from May 17, 1988 to May 17, 2018; and WHEREAS, the City has requested that the term set forth in the underlying Agreement be extended two (2) years to allow time for issues between the Parties to be resolved ; NOW, THEREFORE, in consideration of the mutual benefits accruing, it is agreed by and among the Parties hereto as follows: 1. The underlying Agreement of May 17, 1988 among the Parties, incorporated by this reference as fully as if herein set forth, is amended in, but only in, the following respects: 1.1 Term of Agreement: To extend this Agreement to May 17, 2020. 2. In all other respects, the underlying Agreement among the Parties shall remain in full force and effect, amended as set forth herein, but only as set forth herein. DATED this day of 52017. CITY OF EDMONDS CITY OF MOUNTLAKE TERRACE David O. Earling, Mayor ATTEST/AUTHENTICATED: Scott Passey, City Clerk APPROVED AS TO FORM: Office of the City Attorney By: Title: ATTEST/AUTHENTICATED: By: Title: APPROVED AS TO FORM: By: Title: Page 1 of 2 Packet Pg. 216 ADDENDUM FOR PROFESSIONAL SERVICES AGREEMENT 8.1.a Wastewater Treatment, Disposal and Transport OLYMPIC VIEW WATER AND RONALD SEWER DISTRICT SEWER DISTRICT By: By: Title: Title: ATTEST/AUTHENTICATED: ATTEST/AUTHENTICATED: By: By: Title: Title: APPROVED AS TO FORM: APPROVED AS TO FORM: By: By: Title: Title: Page 2 of 2 Packet Pg. 217 8.2 City Council Agenda Item Meeting Date: 04/25/2017 Development Activities Update (20 min.) Staff Lead: Shane Hope Department: Development Services Preparer: Diane Cunningham Background/History This is a periodic report of development activity and projects related to Development Services. Staff Recommendation Consider information and ask any questions. Narrative A presentation (attached) will be shown on April 25 to highlight various development activities. Key facts include: The number of building permits was at an all-time high in 2016, surpassing the record high achieved in 2015. Even with modest staff increases, the number of building permits handled per Development Services employee was still near an all-time high. Building revenues were the highest since 2007. In addition, graphics of various development projects, along with key data about the projects, will be presented. Packet Pg. 218 PROJECTS t P., TIVITIE N ma DEVELOPMENT -00oo � RVI S-it. ,FF dik AIL ; . . r� IT j"711 X, qzww t STAFF TEAMWORK building community behind the scenes. t 8.2.a Packet Pg. 220 STAFF TEAMWORK customer assistance 8.2.a c 0 L a. r Z Q c.i N r E Q 0 r r x w c as E c� a Packet Pg. 221 STAFF TEAMWORK development review committee 8.2.a c 0 L a. r Z Q c.i N r E Q 0 r r x w c as E c� a Packet Pg. 222 $2,000,000 $1,800,000 $1,600,000 $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $0 DEVELOPMENT SERVICES PERMIT HISTORY A Ln to 1, W m O ri N M -zT m l0 1� W m O ri N M �zt Ln Lo 1� w m O ri N M T Ln 00 00 00 00 00 Q1 01 Q1 01 Q1 Q1 Q1 O1 01 01 O O O O O O O O O O r-I r-I � r-I r-I r-I T Ol T T T T Ol Ol Ol M 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 r-1 r-1 ri r-1 r-1 r-1 ri r-1 r-1 r-1 e 1 r-1 r-1 ri ri N N N N N N N N N N N N N N N N MTotal Devel Svc Revenue # Building Permits 1,800 8.2.a BliLDiRG PEKMITS c 0 reviewed by development • d N d •. of Perm2016it 2015 2015 2016 a N Issued # Issued Valuation Valuationm New Single Family 53 41 $19,078,711 $17,185,087 Duplex 0 0 $0 $0 Apartment/Condo 1(4Units) 8 (97units) 708,649 $14,948,238 con Commercial 0 3 $0 $7,670,767 Mixed Use (Office/condo) 0 0 $0 $0 Q. Additions / Alterations o Single Family 132 134 $7,736,525 $8,469,012 Apartment / Condo 21 22 $1,068,935 $613,766 W Commercial 59 53 $8,952,038 $8,601,224 Other E Mechanical / Plumbing 318/368 350/382 $2,500 $200 s Demolition 15 10 $0 $0 a Miscellaneous 592 634 $3,515,200 3-926-91 ofta 1637 0 • 8 Packet Pg. 224 ENGINEERING DIVISION right-of-way,street use encroachment & side sewer activi- CL adk ,�. 1 • Permits Issued 429 Y CO " Permit Revenue $58,082 4 061 Inspection & Review 0 Revenue $214,337. Transportation Impact Fees $139,031 x .� Franchise Fees $91,861 W -` C t R W Q Packet Pg. 225 SOLAR PERMITS 2012 2013 2014 2015 2016 8.2.a c 0 0 c CL r a My it cn f 0 0 r x W w E a Packet Pg. 226 i 120 100 :X .c 40 20 Ic BUILDING PERMITS PER DEVELOPMENT SERVICES EMPLOYEE ■ V1 %D I" w M O 1-1 N M Ln %D r� W M O -A N M V1 w r� W M O 'A N M Q1 41 01 01 aQ1 Q1 D1 01 01 01 D1 01 01 01 O O O O O O O O O O O O O O a -I a-i r-I r-I r-1 a --I a --I r-I r-I r-I r-I a --I rl ri ri N N N N N N N N N N N N N N MTotal Employees —Building Permits per Employee 30 25 20 15 10 5 INSPECTIONS 2016 8.2.a over 9, o o o field inspections were performed by developmE services staff. Packet Pg. 228 M KEY DEVELOPMENT PROJECTS *Seabrook Estates Mueller Short Plat Glen Street * * Condos Post Office Mixed Us1 Top Pot *Gra hite Art MMMM a r_�� lSalish Crossing Point «1N11 * MEn, Edwards ■■� * Westgate int. *Village Brackel Court Willowd Memory Care* MagicToyota if If r moms AAA11 Edmonds WORM!; i- 8.2.a Packet Pg. 229 1 RESIDENTIAL DEVELOPM The Development Services Department currently has active new Single Family Residence permits MUELLER 301 Caspers Street — J- - SHORT PLAT Four new single family homes �' ..�53'3I. ox �r �°'� ��•.: � ��,i vim, y. 8.2.a .................... rrr� 1 Packet Pg. 232 HIGHPOINT 22920-22926 102nd pl. W IV, 17 � �� /` )�\ [ �� `~\\\. z j[ ��\�� .. HOMES ,jr SEABROOK ESTATES 86o Caspers Street — Seven new residential units �yf 8.2.a Nesidentlai Cor Various locations 3 Packet Pg. 235 ADULT FAMIL Various locations - ':47 gi HOMES mm� POST OFFICE MIXED USE Phase 11 — 28 new residential units +7,60o sf commercial Good-bye to an old friend... ...and welcome to a new inviting street front le Main Street view Bit WA fj. LA I CEDAR CREEK MEMORY CARS- 2loo6 72nd Ave W— 70,897 sf 62 units with 8o beds 0 RETAIL RLD(; a� m Oo .194. Packet Pg. 239 POINT EDWARDS BLDG #10� 150 Pine St.— 68 new residential units +structured parkin f7—Mll.;V i i,.�� 9 .- i ul l _ Nils! liila 61 ! dolLi_ e.l .Ill 11 MIN + , � k • its _ ,.,� ��a,.x. -.SI ya.=Packet Pg. 240 VI �'� Beach Walk apartments 303 Edmonds St. — nine new apartments M MADRONA K-8 9300 236th Street SW MAGIC TOYOTA 2130o HWY 99 — 47,000-sf showroom and service dept. ■ THE SHOPS at AURORA VILLAGE 8431 2441h St. SW— 1o,000-sf new retail RETAIL. RETAI L =��11� � 11� WESTGATE VILLAGE 10032 Edmonds way— 91 new residential units +3,100 sf retai 1 NJMEL ' r ■ o•W ',. + ! 11 ga A lip .IR '� s .�-"� ,_• < '� Il1, j` Ri�+ Y•L� S _ fFi I I ~ a e� �±Fi E j"'}'Yi a9n(�` I ''�I6`SI 4.7� is`#aA*,} w. y � '! � � . i P 37 `fir'.'! ,,. y`' a `-n: x w .`I�` - r� l�W 4 .:, � • `�, �r,� � ��t�`�a 1 S'��f � . ��"11� �,fR� '� "- � a I Al Graphite Studios 202 Main St. — artist studios, art gallery, cafe, three apartment 'I'A ■ nw� �� 1]Y[/7011 b / / e / BUILDING -A- % PtTA1L RUAILG 1-STGP1' • / / &TILAIHG �ualrr� 1-sroxv PErnn. Buaonvc 4 b EDMONDS VILLAGE RETAIL BUILDING SITE PLAN SCALE I" = 30' eo a w w 1 Pry - n esr 8.2.a Packet Pg. 247 sit SRLISH SFA ..� �. .. J . - AR i • s TENANT IMPROVEMENT PROJECTS SAl ltill Sl:q ' BRENf.dYe TM1RgOOA Yll ' *- Bridge Animal Center .• —J� > 'fl M�RKT�, w WE E OPENI Packet Pg. 248 CITY PROJECTS TECHNOLOGY UPDATE ❑ All Street Files have been scanned and converted to electronic records. ❑ All Microfilm archives have been digitized and imported into Laserfiche. ❑ Over 92,000 files imported into Laserfiche repository. That's over 617,000 pages of documents! ❑ More than 30 file cabinets from the end floor of City Hall have been emptied. ❑ Currently working on scanning of large Commercial and Residential Plan sets SPECIAL EXAMPLES: PROJECTS ❑ New Stormwater Code went into effect Jan 1, 2017 ❑ Increased Transportation Impact Fees — Jan 1, 2017 ❑ Increased Permit Fees — Jan 1, 2017 ❑ Edmonds Community Development Code Update ■ LID Integration I Signs I Subdivisions ❑ Critical Areas Ordinance ❑ Shoreline Master Program ❑ Street Tree Plan Update ❑ Highway 99 Subarea Plan ❑ Public Works Standard Details Update SPECIAL PROJECTS Remodeled Permit & Green Resource Center opened June `16 4 DEVELOPMENT Building, Planning and Engineering Divisions are available Daily at the Permit Counter Many resources can be found on City website and some permits can be applied for online City web map provides property and utility information, as-builts, zoning etc. SERVICES M, T, Th, F Wednesdays 8:ooam — 4:3opm 8:3oam — noon www.edmondswa.gov www.maps.edmondswa.gov It ri A Packet Pg. 254 8.3 City Council Agenda Item Meeting Date: 04/25/2017 Meadowdale Fields ILA (15 min.) Staff Lead: Carrie Hite Department: Parks, Recreation & Cultural Services Preparer: Carrie Hite Background/History Council adopted the Parks, Recreation and Open Space Plan in February of 2014 identifying this project. Council adopted the CIP in November of 2016 authorizing $500,000 for this project. Staff Recommendation Approve the Interlocal Agreement with the City of Lynnwood and Edmonds School District for the redevelopment of the Meadowdale Playfields, authorizing the Mayor to enter into this agreement. Narrative This redevelopment project proposes to improve five playfields at the 26 year -old Meadowdale Athletic Complex. The complex was initially developed as a partnership between the Edmonds School District, Snohomish County, City of Edmonds and City of Lynnwood. The Athletic Complex is owned by the School District and managed under an interlocal agreement by the Cities of Lynnwood and Edmonds for community use. The City entered into the Interlocal Agreement with the City of Lynnwood, Edmonds School District, and Snohomish County in 1985 to develop, operate, maintain and schedule the Meadowdale Playfields, increasing the City's capacity to provide athletic programs to its citizens. Although the Meadowdale Playfields are located in Lynnwood, this has been a very successful partnership. To this day, it is the only dedicated athletic space that the City utilizes for adult sports, providing a very robust softball league for adults and seniors. In the most recent Parks, Recreation, and Open Space Plan, adopted in February of 2014, the City identifies planned improvements to the fields, updating them to all weather soccer and softball fields. In addition, the City Council adopted the CIP this year, setting aside $500,000 for the City of Edmonds contribution to this development project. There is a definite need for athletic fields in SW Snohomish County and Edmonds. This project is an opportunity to reinvest in and maximize the use of an existing facility to meet this need and is present in the City's comprehensive plan. This renovation would provide year-round play, increase participation for athletics, offer a variety of sports opportunities, increase community access, and provide a facility that would bring tournaments to So. Snohomish County. The City of Edmonds had a very small investment compared to the total cost of the project. The total expenditure budget is close to $5.1M. The City of Edmonds would contribute $500,000. The City of Packet Pg. 255 8.3 Lynnwood would contribute $2,597,155. The School District would contribute $1M. Various grants from the State and Snohomish County would add another $950,000. Edmonds parks interest is to continue to provide adult sports and athletic opportunities. It is also the interest to dedicate the $500,000 to safety equipment for the fields, including safety netting, backstops, fencing and ADA improvements. The City of Lynnwood and the School District are both in the process of approvals for this ILA. This project is out to bid, with bid opening scheduled for this week. There are bid alternates requested for the infill on the fields. As Council can see in item #15 of the ILA, there will be an opportunity to review the bids and recommend a bid option to the School District for consideration. Attachments include: 1. Meadowdale Fields ILA 2017 to be considered. 2. Project design schematic 3. Meadowdale ILA 1985. Valid until 2025. Edmonds intent would be to negotiate a new agreement after the renovation of the fields is complete, or in 2025 when this expires. 4. Meadowdale Appendix B 1985: Operations and Maintenance responsibilities. 5. Meadowdale ILA with Lynnwood and Edmonds School District 2012. This was entered into without Edmonds, and gives Lynnwood until 2040 for operations of the field. Attachments: Meadowdale Fields ILA 04102017FINAL Project Design Meadowdale Development and Operation June 1985 MP Appendix B MD Playfield ILA 2012 (4) Packet Pg. 256 8.3.a 1 INTERLOCAL AGREEMENT 2 BETWEEN 3 EDMONDS SCHOOL DISTRICT and THE CITY OF EDMONDS 4 and THE CITY OF LYNNWOOD for the 5 MEADOWDALE PLAYFIELDS REDEVELOPMENT PROJECT 6 7 THIS INTERLOCAL AGREEMENT ("Agreement"), dated as of , 2017, 8 is made and entered into by and between EDMONDS SCHOOL DISTRICT NO. 15 9 ("District") and THE CITY OF EDMONDS ("Edmonds") and THE CITY OF LYNNWOOD 10 ("Lynnwood") for the redevelopment project of the Meadowdale Athletic Complex and 11 Playfields ("Playfields"). 12 13 RECITALS 14 15 WHEREAS, Chapter 39.34 RCW (Interlocal Cooperation Act) permits local 16 government units to make the most efficient use of their powers by enabling them to cooperate 17 with other government entities on the basis of mutual advantage and thereby to provide services 18 and facilities in a manner pursuant to forms of governmental organizations that will accord best 19 with geographic, economic population, and other factors influencing the needs and development 20 of local communities; and 21 22 WHEREAS, each of the signatories hereto is a public agency as defined by RCW 23 Chapter 39.34; and 24 WHEREAS, the District owns real property used for school purposes which includes a 25 number of Playfields (referred to as the Meadowdale Playfields or the Playfields) and which is 26 located within the City of Lynnwood at 16700 66t'' Avenue West, legally described in Exhibit 27 A, attached hereto (the Real Property); and 28 WHEREAS, the District is responsible for the public education of the students in the 29 community, including physical education and athletic activities related to the educational program; 30 and 31 32 WHEREAS, the cities of Edmonds and Lynnwood (collectively referred to as the Cities) 33 have established departments in part for carrying out the purpose of developing and maintaining 34 community athletic and recreation programs; and 35 36 WHEREAS, the District and the Cities are mutually interested in supporting programs for 37 the community in the areas of athletics, recreation and education; and 38 39 WHEREAS, the Cities and the District have recognized for many years that through 40 cooperation, these publicly -owned athletic fields and facilities can be used to meet broader 2017 Meadowdale Playfields Development Agreement Page 1 Packet Pg. 257 8.3.a 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 community needs for education, recreation and athletic activities than any of the parties can provide separately; and WHEREAS, the Cities and the District jointly developed the Meadowdale Playfields in 1985 for school, educational, and community use; and WHEREAS, the Cities and the District maintain an interlocal agreement which authorizes Edmonds and Lynnwood to jointly operate, maintain, and schedule use of the Playfields and which has a term through June 5, 2025, copy attached hereto as Exhibit B (the 1985 ILA); and Q WHEREAS, Lynnwood and the District entered into an interlocal agreement which J extends Lynnwood's use rights and obligations under the 1985 ILA to operate, maintain, and schedule use of the Playfields until 2065, copy attached hereto as Exhibit C; and ii m WHEREAS, the Cities and the District intend to review the 1985 ILA regarding the 3 scheduling, maintenance, fees, and facility rules and restrictions at the Playfields; and -°a m WHEREAS, the Cities and the District with additional grantors are participating to share the cost of redevelopment of the Playfields as outlined in this Agreement; NOW, THEREFORE, the District, Edmonds and Lynnwood hereby agree as 62 follows: 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 1. The purpose of this Agreement is to define the rights and responsibilities of the District, Edmonds and Lynnwood with regard to design, construction, and funding for the project, which includes the redevelopment of two (2) multipurpose fields, three (3) softball fields, backstops, perimeter fencing, and walking pathways (depicted in Exhibit D, attached hereto) of the Playfields for continued use by the parties for education and recreation purposes (the "Project"). All improvements will meet or exceed the 2010 American with Disabilities Act requirements. 2. The District owns the Real Property that is the subject of this Agreement. This Agreement does not contemplate the transfer of ownership of the Real Property, nor to limit the District's ability to comply with its statutory obligations regarding the use and disposition of school property pursuant to RCW 28A.335. By operation of this Agreement, Edmonds and Lynnwood do not acquire any ownership interest in and disclaim any interest to the Playfields and the Real Property, which are and will remain the District's property. 3. The District agrees to make the Playfields on the Real Property available for redevelopment by the parties and agrees that the athletic fields and facilities comprising the Playfields are intended primarily for school and educational purposes and are for the benefit of students and the school age population that reside within the District. 4. The District, Edmonds and Lynnwood recognize that the entirety of the Playfields site has a 6f boundary designated by the National Park Service dedicating it to recreational use, as depicted on Exhibit E, and any existing or future non -recreational uses such as the installation of cell towers and antennas must be mitigated to properly convert 2017 Meadowdale Playfields Development Agreement Page 2 Packet Pg. 258 8.3.a 87 the use by approval of the Washington State Recreation and Conservation Office. 88 89 5. The Cities and District agree to work closely with the surrounding community 90 in the design and approval of Project development. 91 92 6. Lynnwood will serve as the project manager for design and as the 93 construction agent for the Project, for the purpose of initially incurring all expenses for all 94 elements of the construction of the joint facility, including but not limited to architect and 95 engineering fees, site development/construction fees, processing change orders, if any, 96 Washington State sales tax, and securing permits. The Project shall be constructed and 97 performed in accordance with all state and local laws, regulations, policies and standards. All 98 construction contracts shall be procured through a formal competitive bidding process consistent 99 with applicable State law. 100 101 7. The Cities and District agree that no award of a construction contract for the 102 Project will be authorized until such time as all of the parties have approved the final plans, 103 specifications and cost estimates for the Project. The District shall have final approval of 104 the Project design including materials to be used in construction. The District expressly 105 disclaims any representation or warranty that such design, plans, and specifications are 106 suited for the uses and purposes intended by the Cities. The construction contract for the 107 Project shall include reasonable warranties from the persons or entities providing labor, 108 goods or professional services to complete the Project construction. 109 110 8. Upon completion of construction of the Project, the District agrees to 111 continue to make available the Playfields to Lynnwood and Edmonds to schedule, maintain 112 and use in accordance with the 1985 ILA, attached as Exhibit B, the extension agreement 113 attached as Exhibit C, or any subsequent agreement. 114 115 9. The District and Cities agree to jointly plan for additional capital expenditures 116 for maintenance and replacement costs for the Playfields. 117 118 10. Lynnwood will form a collaborative partnership with the District, Edmonds, 119 Snohomish County, Snohomish County Tourism Promotion Area, and the State of 120 Washington Recreation and Conservation Office to fund the redevelopment of the Playfields 121 for educational, recreational, and community athletic use. 122 123 11. The District agrees to contribute capital funds in the amount of One Million 124 Dollars and zero cents ($1,000,000.00) towards the redevelopment of the two (2) 125 multipurpose fields and related perimeter backstops, safety netting and fencing, walkways 126 and ADA improvements. Payment will be made to Lynnwood as provided in Paragraph 17 127 below. 128 129 12. Edmonds agrees to contribute capital funds in the amount of Five Hundred 130 Thousand Dollars and zero cents ($500,000.00) towards the redevelopment of perimeter 131 backstops, safety netting and fencing, walkways and ADA improvements of the two (2) 132 multipurpose and three (3) softball fields, except as stated in Paragraph 15 below. Payment 133 will be made to Lynnwood on a reimbursement basis as provided in Paragraph 17 below. 134 2017 Meadowdale Playfields Development Agreement Page 3 1 Packet Pg. 259 8.3.a 135 13. Lynnwood agrees to contribute capital funds in an amount up to Two Million 136 Five Hundred Ninety -Seven Thousand One Hundred Fifty -Five Dollars and zero cents 137 ($2,597,155.00) towards any expenses related to the Project, except as stated in Paragraph 138 15 and 16 below. 139 140 14. Lynnwood agrees to contract, bill for reimbursements, and properly account 141 for additional Project grant funding from the State of Washington Recreation and 142 Conservation Office contribution of capital funds in the amount of $750,000, Snohomish 143 County contribution of capital funds in the amount of $200,000, and Snohomish County 144 Tourism Promotion Area contribution of funds in the amount of $100,000. No such contract 145 or other grant funding approval may impose any restriction on the Real Property without 146 the District's review, consent, and written approval. 147 148 15. The parties acknowledge that (1) the bid package for the construction of the 149 Project will include a base bid option that includes use of SBR infill material, and two 150 alternate bid options that include use of other infill material, (2) each of the Cities will have 151 an opportunity to review bids and to recommend a bid option for the Project to the District, 152 and (3) in accordance with Paragraph 7 above, the District has the authority to consider the 153 bids and recommendations of the Cities and to approve the Project's final design. If a bid 154 option that includes use of non-SBR infill material is selected, then each party that 155 recommended (in the case of the Cities) or approved (in the case of the District) such non- 156 SBR bid option shall be responsible, jointly or severally, to pay the difference between the 157 bid amount for the SBR infill material and the bid amount for the other infill material in the 158 selected bid. 159 160 16. In the event that the total cost of the Project exceeds the District's contribution 161 amount under Paragraph 11, Edmonds' contribution amount under Paragraph 12 and this 162 Paragraph 15, Lynnwood's contribution amount under Paragraph 13 above, and the grant 163 funding described in Paragraph 14, Lynnwood shall recommend value -engineering 164 solutions to mitigate the excess costs, and submit the recommendations to the District and 165 Edmonds for their respective approvals, which approvals shall not be unreasonably 166 withheld. If the value -engineering solutions do not completely mitigate any excess costs, 167 Lynnwood shall be responsible for negotiating with the District and Edmonds an addendum 168 to the Agreement for the provision of additional funds from the parties that will cover the 169 excess costs. In the event that the total cost of the Project is less than the District's 170 contribution amount under Paragraph 11, Edmonds' contribution amount under Paragraph 171 12 and Paragraph 15, Lynnwood's "up to" contribution amount of $2,597,155.00 under 172 Paragraph 13, and the grant funding described in Paragraph 14, Lynnwood shall receive the 173 benefit and shall pay less than the full $2,597,155.00 stated in Paragraph 13. 174 175 17. Lynnwood will bill the District and Edmonds for their shares of the Project 176 costs under this Agreement as follows: 177 178 17.1 Upon the award of the contract for the construction of the Project, 179 Lynnwood shall invoice the District for $500,000.00, and upon fifty percent (50%) 180 completion of the construction of the Project, Lynnwood shall invoice the District for the 181 remaining $500,000.00 owed by the District; and 182 2017 Meadowdale Playfields Development Agreement Page 4 Packet Pg. 260 8.3.a 183 17.2 Upon completion of the construction of the Project, Lynnwood shall invoice 184 Edmonds for $500,000.00 or such other amount as is due from Edmonds under Paragraph 185 15 above. 186 187 The District and Edmonds shall pay the invoiced amounts to Lynnwood within thirty (30) 188 days of the date of the respective invoices to each entity. Any undisputed amount not paid 189 by the date due shall bear interest at the rate of one percent (1 %) per month. 190 191 18. If the Cities' and District's representatives are unable to come to an 192 agreement in the administration of this Agreement and/or any dispute involving this 193 Agreement, including payment of assessments, the matter shall be referred to the Cities' 194 Mayors and the District's Superintendent for resolution within thirty (30) days' notice from 195 the Contract Administrator of the existence of a dispute. Should agreement not be reached 196 among the Mayors and the Superintendent within sixty (60) days' notice from the Contract 197 Administrator of the dispute, the parties shall submit the dispute to a mutually agreed upon 198 private arbitrator for binding resolution. In the event the parties cannot agree on an 199 arbitrator, one may be appointed by the presiding Judge of the Snohomish County Superior 200 Court, with costs of arbitration borne equally. The prevailing party shall be entitled to 201 recover reasonable attorneys' fees and costs related to said arbitration. 202 203 19. The term of this Agreement shall commence upon filing with the County 204 Auditor or upon listing the Agreement by subject on the District's web site or other 205 electronically retrievable public source in accordance with RCW 39.34.040 following 206 mutual execution (the "Effective Date") and shall expire upon Project close-out or when the 207 parties have completed all obligations under this Agreement, whichever occurs last. 208 209 20. Pursuant to RCW 39.34.030(4)(a), the District, Edmonds, and Lynnwood 210 hereby appoint the District's Executive Director of Business and Operations as the 211 "Administrator", who will be responsible for administering the District's responsibilities 212 under this Agreement and shall take such action as is necessary to ensure this Agreement is 213 implemented in accordance with its terms. 214 215 21. Pursuant to RCW 39.34.030(4)(a), the District, Edmonds, and Lynnwood 216 hereby appoint the City of Lynnwood's Parks, Recreation & Cultural Arts Director as the 217 "Administrator", who will be responsible for administering Lynnwood's responsibilities 218 under this Agreement and shall take such action as is necessary to ensure this Agreement is 219 implemented in accordance with its terms. 220 221 22. Pursuant to RCW 39.34.030(4)(a), the District, Edmonds, and Lynnwood 222 hereby appoint the City of Edmond's Parks, Recreation, and Cultural Services Director as 223 the "Administrator", who will be responsible for administering Edmonds' responsibilities 224 under this Agreement and shall take such action as is necessary to ensure this Agreement is 225 implemented in accordance with its terms. 226 227 23. This Agreement does not create a separate legal or administrative entity, and 228 consequently is being administered in accordance with RCW 39.34.030(4). 229 230 24. The parties shall maintain records necessary to carry out the purposes of this 2017 Meadowdale Playfields Development Agreement Page 5 Packet Pg. 261 8.3.a 231 Agreement in accordance with generally accepted accounting principles. Such records shall be 232 available during normal working hours for the review of the respective parties, their accounting 233 representatives or the State Auditor. 234 235 25. Lynnwood, Edmonds, and the District each respectively agree to indemnify, 236 defend, and hold harmless each of the other parties from any claims, lawsuits, costs, and 237 judgments arising as a result of their respective negligent or otherwise wrongful acts or 238 omissions, or the acts or omissions of their respective agents, employees, contractors, or 239 officials, in any way related to the Project funding, design, construction, and material selection 240 under this Agreement. The indemnification obligations of the parties are several, and not joint, 241 as to their respective negligence or breach of this Agreement. 242 243 26. This Agreement and all questions concerning the capacity of the parties, 244 execution, validity (or invalidity), and performance of this Agreement, shall be interpreted, 245 construed and enforced in all respects in accordance with the laws of the State of 246 Washington. This Agreement has been negotiated and drafted by all parties and is not to be 247 construed in favor of any party. 248 249 27. Except as provided in the 1985 ILA, as amended, this Agreement represents the 250 entire agreement between the District and the Cities with respect to the Project. This Agreement 251 shall not be amended except in writing mutually agreed to and executed by the Cities and the 252 District. To the extent of any conflict between the terms and conditions of this Agreement and the 253 1985 ILA, this Agreement shall govern and control the rights and obligations of the parties with 254 respect to the Project. 255 256 28. Nothing herein shall be interpreted to create any right or liability with respect to 257 any person or entity not a party to this Agreement. 258 259 29. The parties are independent entities and nothing in this Agreement creates any 260 agency relationship. None of the parties to this Agreement shall be construed to be an officer, 261 agent or employee of any of the other parties. 262 263 30. All notices required to be served or given in accordance with the terms of this 264 Agreement shall be hand delivered or mailed via the U.S. Postal Service, postage pre -paid, to the 265 following addresses of record, or to such persons and addresses as the respective party may 266 designate in writing in the future: 267 268 Edmonds School District #15 Executive Director of Business and Operations 20420 68th Ave. West Lynnwood, WA 98036-7400 City of Edmonds Director of Parks, Recreation and Cultural Services 700 Main Street Edmonds, WA 98020 2017 Meadowdale Playfields Development Agreement Page 6 Packet Pg. 262 8.3.a City of Lynnwood Director of Parks, Recreation and Cultural Arts Department PO Box 5008 Lynnwood, WA 98046-5008 269 270 31. This Agreement may be executed in several counterparts, all of which taken 271 together shall constitute the entire agreement between the parties hereto. If any provision of this 272 Agreement is determined to be invalid under any applicable statute or rule of law, it is to that 273 extent to be deemed omitted, and the balance of the Agreement shall remain enforceable. 274 275 [Signatures on following page] 276 2017 Meadowdale Playfields Development Agreement Page 7 Packet Pg. 263 8.3.a 277 278 279 280 281 282 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year first written above. EDMONDS SCHOOL DISTRICT NO. 15 CITY OF EDMONDS MAYOR DAVE EARLING SUPERINTENDENT KRISTINE McDUFFY ATTEST/AUTHENTICATE: APPROVED AS TO FORM: Scott Passey, City Clerk Kristine R. Wilson of Perkins Coie LLP Attorneys for the School District APPROVED AS TO FORM: Office of the City Attorney CITY OF LYNNWOOD MAYOR NICOLA SMITH ATTEST/AUTHENTICATE: Sonja Springer, Finance Director APPROVED AS TO FORM: Rosemary Larson, City Attorney 2017 Meadowdale Playfields Development Agreement Page 8 Packet Pg. 264 8.3.a 283 EXHIBIT A 284 285 EDMONDS SCHOOL DISTRICT NO. 15 286 Meadowdale Athletic Complex & Playfields 287 288 Legal Description 289 Tracts 82,83, 107 and 108, Meadowdale Beach, according to plat thereof recorded in Volume 5 290 of Plats, page 38, records of Snohomish County, Washington and adjacent to vacated 68th Ave 291 West. 292 2017 Meadowdale Playfields Development Agreement Page 9 Packet Pg. 265 8.3.a 293 294 295 296 EXHIBIT B 1985 ILA Agreement ti M a� J a z U- ti O N O O I Q J_ N ! L- a) cc 3 0 m c m E M u a r r Q 2017 Meadowdale Playfields Development Agreement Page 10 Packet Pg. 266 8.3.a RECEIVED, JUN 2 51985 Execs WO amca DEVELOPMENT/OPERATION AGREEMENT MEADOWDALE PLAYFIELD SITE WHEREAS, each of the subscribed signator.ieS hereto is a public a agency as defined by RCW Chapter 39.34; J WHEREAS, each of the subscribed signatories desire and agree to a, enter into a joint action and to cooperate with each other for the purpose of developing, operating, maintaining, and scheduling a recreation-site;and; 3 0 WHEREAS, Edmonds School District No. 15 owns approximately twenty five (25) acres located at 66th Avenue West and 168th Street � S.W., and has indicated said acres to be called "Meadowdale Playfield Site," and WHEREAS, the Cities of Edmonds and Lynnwood, Snohomish County, Q and Edmonds School District No. 15 have identified a need for parks Z and recreation sites that will accord best with geographic, economic, ti population, and other factors influencing the development of the local o communities, and; 0 WHEREAS; Edmonds School District has identified the need for Q additional athletic fields in this area to enhance the District's J educational program; a� NOW THEREFORE, the parties do agree as follows: LL m 1. The Edmonds School District No. 15 agrees to make the property available for development by the agencies identified in this Agreement for consideration of use of the fields for school district -sponsored educational activities. The Cities of Lynnwood, Edmonds, and Snohomish County intend to establish the responsibility of each party to this agreement for the development, operation, maintenance, and scheduling of the recreation site. 2. The drawing dated March; 1985, entitled "Master Plan," adopted by the Councils of Lynnwood and Edmonds, Snohomish County's Parks and Recreation Advisory Board and County Council, and Edmonds School District No. 15, is hereby made a part of this Agreement. The plan outlines development on the twenty five -acre site and considers future developments and scheduling of adjacent School District property: Meadowdale Elementary, Meadowdale Middle School, and Meadowdale High School. 3. The Cities, County and School District agree that no call for bids will be authorized for each phase of the construction until such 2017 Meadowdale Playfields Development Agreement Page 11 Packet Pg. 267 time as all agencies have approved the final plans, specifications and cost estimate for each phase. Also that no award of a construction contract shall be made until approved by all agencies. .4. The Cities, County, or School. District may propose additional development plans for the recreation site after first consulting with the other parties to this Agreement concerning the feasibility of such development. The costs of preparing such development plans will be borne entirely by the initiating agency unless a written agreement to share such costs is approve by all parties prior to the incurring of any costs. Development plans for the recreation site shall be first approved by the other agencies prior to initiating construction, improvement or installation. The preparation of proposed development plans does not obligate the initiating agency to proceed with construction. 5. The Cities shall bear the costs of construction. Snohomish County will contribute $150,000 in 1984/85 and additional amounts, as is later determined. The Cities of Lynnwood and Edmonds will each contribute $120,000 per year for five years for construction of the project. 6. The City of Lynnwood will serve as the construction agent for the purpose of initially incurring all expenses for all elements of the construction of the joint facility, including but not limited to architect and engineering fees, site development/construction fees, Washington State sales tax, etc. The Parks and Recreation Director of Lynnwood will act as the Construction Administrator. The Edmonds Parks and Recreation Director will act a Construction Administrator.in the absence of the Lynnwood Parks and Recreation Director. 7. The City of Lynnwood shall bill the City of Edmonds and Snohomish County for their share of the project costs in accordance with the amounts listed in Section 5. Lynnwood shall keep appropriate books and accounts covering all construction related costs for review or audit by the agencies. S. The Cities will share equally the costs and responsibility of maintenance, and divide the maintenance and operation responsibility as each phase of the project is completed. The Cities will each account for the costs of maintenance and operation of the playfields and adjust responsibilities annually if they are not equal. The School District will pay for the costs of field preparation for the District's use. A detailed maintenance agreement will be developed after the final master plan is accepted by all cities and an agreement is reached on the phases of the project's development. 2017 Meadowdale Playfields Development Agreement Page 12 Packet Pg. 268 8.3.a 9. if it is prudent to close or reduce scheduled use of a field because of severe adverse weather conditions or other unforeseen causes, the agencies involved shall confer and agree concerning reduced use. 10. If the Cities'�Parks and Recreation Departments and the District's representative are unable to come to an agreement in the administration of this Agreement and/or any dispute involving this Agreement, including payment of assessments or making good on maintenance agreements, the matter shall be referred to the Cities' Mayors and the District's Superintendent for resolution. Should agreement not be reached among the Mayors and the Superintendent, the Cities and the District will each appoint an arbitrator at their respective expense. The three arbitrators will be given a designated time to arrive at a decision which shall be binding on all parties. 11. At least once a year, or upon written request of any party, this Agreement shall be reviewed by all parties' representatives for the purpose of reconsidering the equitable distribution of the responsibilities of each party. Recommendations for amendments shall be made to the Cities' Mayors and the District's Superintendent and presented to the Cities' Councils and the School Board for approval. 12. The Cities and the District, but not the County, shall indemnify and hold harmless each of the other parties including the County, to this Agreement and their respective officers, agents and employees, from any and all loss, damage, liability or expense, including expense of litigation, resulting from any actual or alleged injury to any person or firm or to such person or firm's property, caused by or resulting from any act or omission of the party which constructs, maintains, or designs any facility or from any act or omission which occurs as a result of the use of any area or facility by the party or its guest or invitee. It is the intent of the parties that each party bear, and indemnify the other parties, from all claims, costs or loss which relate to that particular party's use, the use of its guests or invitees and the party's design, construction, or maintenance of any area or facility. Joint use, design, construction or maintenance shall result in indemnification by such parties of all parties not participating in sucIT joint use, design, construction or maintenance. Participation by any party by the payment of funds alone under this Agreement shall not be "used" for the purposes of this paragraph. It is the stated intent of the parties that the County's liability under this contract be limited to the amount of its monetary contribution and that the County shall be liable for no other cost, charge, claim or liability of any kind. 13. The Cities and the District shall agree on a set of policies 2017 Meadowdale Playfields Development Agreement Page 13 Packet Pg. 269 8.3.a for use of the facilities. Attached in Appendix "A" are policies and procedures for the fields. 14. Each agency, in the use of the areas and.facilities shall be responsible for the damage caused by the acts of its officers, agents, employees, guests, invitees," or visitors that use the facilities, not to include normal wear and tear. The costs or repairs or replacement due to vandalism will be shared equally by the Cities. 15. The Cities may assess and collect fees from participants for any activity held on the site. Edmonds and Lynnwood will agree on a schedule of fees and charges annually. 16. The Cities or District will furnish and supply all expendable materials necessary for carrying on their activity at the facility. 17. Scheduling procedures: A. The Cities will jointly schedule use of the site with each agency receiving equal time for scheduling community programs. Schedules will be coordinated to assure maximum use of the facility. B. Scheduling will be based on three seasonal time periods, i.e., Winter - January through March; Spring/Summer - April -- August; and Fall - September through December. C. School District programs will receive priority use of the site during the normal school year (September through May), up to 6:00 p.m., Monday through Friday. Scheduling of school programs after 6:00 p.m. will be coordinated with other community programs. D. Actual scheduling procedures, i.e., field use applications, rental fees, scheduling dates, supervision of activities, group priorities, etc., will be jointly developed and coordinated by staff from both Cities. E. The District will not pay field rental fees for its use of the facilities for educational purposes. The District will be assessed for field lighting costs and field preparation done by the Cities' maintenance crews (lining, dragging, placement of bases, etc.). F. The Cities and the District will maintain records that will 2017 Meadowdale Playfields Development Agreement Page 14 Packet Pg. 270 8.3.a make clear the lines of responsibility and liability of the scheduling agencies. 18. This Agreement.shall be in effect for. forty. (40) years from this date or until terminated by a majority vote of the parties, except as provided for in 18.c., or mutually amended in writing in the a same manner as this agreement was executed. a. Should either of the Cities or the County unilaterally wish a to withdraw from this Agreement, they shall do so only after having a given the other parties written notice of intent to terminate at least one hundred eighty (180) days prior to such action. � 0 b. Unilateral withdrawal from this Agreement gives the a withdrawing party no rights to recover any portion of its investment in the site or to use any portion of the site. Ownership of any improvement other than portable equipment items shall be vested in the District subject to such rights as shall be agreed upon in writing prior to the initiation of such improvements. Q C. if the District terminates this Agreement before its full term, the District will give the Cities and the County one hundred. eighty (180) days notice of its intent and will reimburse the Cities and the County for the amortized value of the development costs and costs of improvements. Value shall be calculated by using the formula Years Agreement in Force X Replacement Value of All project 40 costs at the time of termination. 19. If a negative Declaration for Environmental Impacts is not approved, and conditions or mitigations are imposed in accordance with the State Environmental protection Act that would impose greatly increased costs not anticipated by this Agreement, any party may withdraw from this Agreement without penalty. 2017 Meadowdale Playfields Development Agreement Page 15 Packet Pg. 271 8.3.a 20. If any action, subsection, sentence, clause, or phrase of this Agreement is for any reason held to be unconstitutional or illegal, such decision shall not affect the validity of the remaining portions of this Agreement. This Agreement shall be filed with the City Clerks, Snohomish County Auditor, and the Secretary of State. DATED this 5th day of June 1985.. a J_ N U- CITY OF EDMONDS: 3 0 a� Mayor EHmolds CITY OF LYNNWOOD: May Ileof Lynnwood EDMONDS SCHOOL DISTRICT NO. 15 P6w; uuA 9/ex Su e ntendent of Schools SNOHOMISH COUNZ THOi .AS L'EPL ;CUTIY6_ ntV EXecZ-f-ive �y4c4. 'q,e l 2017 Meadowdale Playfields Development Agreement Page 16 5 1985 Packet Pg. 272 APPENDIX : MEADOWDALE PLAY FIELDS FACILITY USE REGULATIONS JANUARY, 1985 1. Alcoholic beverages and drugs are prohibited'at the complex, and sm i is prohibited on the playing fields. 2. No golfing is permitted on the site unless approved by the Parks an J Recreation Department. 3. Motorized vehicles are to be parked only in designated parking area yl are prohibited or. the fields. 4. Pets must be on leash at all times except as may be permitted fors events approved by the Parks and Recreation Department. 5. No person shall engage in the sale of merchandise or services or op a concession without approval of the Parks and Recreation Departmen _ 5. No person shall mutilate, deface, or damage any facility improvemen Q All litter shall be disposed of in designated receptacles. LL ti 7. Youth organizations will not be permitted to utilize the facilities N without adequate adult supervision at all times. 8. All organizations, groups, and/or individuals utilizing the facilit al must leave them in satisfactory condition. rai1ure to do so will r N in additional maintenance costs charged to the organization, group, 2 individuals responsible for additional clean-up. 9. The Parks and Recreation Department reserves the right to cancel an facility use permit for just cause or to amend the procedures set f of in this document at any time. 10. The Parks and Recreation Department is not responsible for accident ' injuries, or loss of property. 11. Misuse of park facilities or failure to conform with these regulati will be sufficient grounds for immediate permit suspension and/or d a r of future applications. 12. The groups using the facilities agree to hold harmless the cities o Edmonds and Lynnwood, Edmonds School District, and Snohomish County and against any and all claims for damages resulting from death, pe injury, or property loss or damage suffered or claimed to have been suffered by any person whatsoever and rising out of any act or omis of an applicant and/or its agents during use of facilities. 13. Umpires and/or referees- shall be the final -authority for governing behavior during scheduled activities. 2017 Meadowdale Playfields Development Agreement Page 17 Packet Pg. 273 8.3.a MEADOWDALE PLAY FIELDS FACILITY USE REGULATIONS Page 2 14. Anyone whose action jeopardizes safety or engages in abusive or belligerent behavior will be disqualified from play and barred from the facility. 15. The Facility Supervisor is -responsible for the total operation of the complex and makes the final decisions regarding facility use. MD/kw 0829R 2017 Meadowdale Playfields Development Agreement Page 18 1 Packet Pg. 274 A 8.3.a 8.3.a 297 299 300 EXHIBIT C Lynnwood — District ILA Extension ti M as J a z U- ti O N O O I Q J_ N ! L- a) 3 0 m c m E M u a r r Q 2017 Meadowdale Playfields Development Agreement Page 20 Packet Pg. 276 8.3.a Return Name sw=,.•• I 13 11I 11111 III 111 EI� 111 1I1 111111 1E 1111 Document Title(s) Reference Number(s) of Related Document(s) Grantor(s) Grantee(s) fr cy Additional Reference #'s on Page Additional Grantors on Page _ Additional Grantees on Page_ Legal Description (abbreviated form: ie Lot/Block/Plat or Section/Township/Range) Assessor's Property Tax Parcel/Account Number Complete Legal on Page Additional Parcel #'s on Page _ The Auditor/Recorder will rely on the information provided on this form. The responsibility for the accuracy of the indexing information is that of the document preparer. 2017 Meadowdale Playfields Development Agreement Page 21 Packet Pg. 277 8.3.a EXTENSION OF INTERLOCAL AGREEMENT BETWEEN EDMONDS SCHOOL DISTRICT and THE CITY OF LYNNWOOD MEADOWDALE PLAYFIELDS This Extension of Interlocal Agreement ("Agreement"), dated as of 7N, v- , 2012, is made and entered into by and between EDMONDS SCHOOL D RICT NO. 15 ("School District") and THE CITY OF LYNNWOOD ("Lynnwood"). RECITALS WHEREAS the School District and Lynnwood desire to terminate all interlocal agreements between the School District and Lynnwood with respect to rights and obligations for Lynnwood's use of the fields and amenities at former Lynnwood High School, located at 3001 184th Street SW, Lymlwood, WA 98037-4701 ("Former LHS Agreements"); and WHEREAS the School District, Lynnwood, the City of Edmonds ("Edmonds") and Snohomish County (the "County") entered into a Development/Operation,Agreement Meadowdale Playfields dated June 5, 1985 (" 1985 Meadowdale ILA") which pertains to the approximately 25 acres of real property owned by the School District and located at 66th Avenue West and 168th Street S.W., legally described on Exhibit A ("Meadowdale Playfields"), which agreement has a current term through June 5, 2025; and WHEREAS, to forever resolve all outstanding issues between Lynnwood and the School District arising from or related to the Former LHS Agreements, the School District and Lynnwood desire to extend Lynnwood's rights and obligations at Meadowdale Playfields for an additional 40 years beyond the expiration of the current 1985 Meadowdale ILA and contemporaneously terminate, by separate agreement, the Former LHS Agreements; and WHEREAS both the School District and Lynnwood desire to maintain cooperative, collaborative programs and relationships with Edmonds with respect to Parks and Recreation and other issues of interest to their respective constituents; and WHEREAS Lynnwood has expressed a desire to expand Lynnwood's rights and obligations at Meadowdale Playfields to include the rights and obligations of Edmonds under the 1985 Meadowdale ILA, either at the time Edmonds' rights expire under the 1985 Meadowdale ILA or sooner if possible; and 00358-0835/L) GAL23609131.3 -1- 2017 Meadowdale Playfields Development Agreement Page 22 Packet Pg. 278 8.3.a WHEREAS the School District will not guarantee the outcome but agrees to pursue discussions with Edmonds to provide Lynnwood with exclusive use of the Meadowdale Playfields when not needed for school purposes by the School District, all as set forth in this Agreement. NOW, THEREFORE, the School District and Lynnwood hereby agree as follows: 1. PURPOSE The purposes of this Agreement are to: (a) extend, as modified by this Agreement, Lynnwood's use rights and obligations with respect to use of the Meadowdale Playfields under the 1985 Meadowdale ILA by forty (40) years, (b) allow Lynnwood to assume additional use rights and obligations at the Meadowdale Playfields site if Edmonds ceases its use (currently anticipated to occur in 2025 when the 1985 Meadowdale ILA expires as to Edmonds, and potentially sooner if Edmonds desires to terminate its use of the Meadowdale Playfields sooner), and (c) establish cost sharing principles between the School District and Lynnwood regarding potential future redevelopment of the Meadowdale Playfields. 2. CONTRACT ADMINISTRATOR 2.1 Pursuant to RCW 39.34.030(4)(a), to the extent a matter is not governed by the 1985 Meadowdale ILA, the School District and Lynnwood hereby appoint the School District's Executive Director of Business and Operations as the "Contract Administrator", who will be responsible for administering this Agreement, and at the direction of the parties, shall take such action as is necessary to ensure this Agreement is implemented in accordance with its terms. 2.2 This Agreement does not create a separate legal or administrative entity, and consequently is being administered in accordance with RCW 39.34.030(4), as provided in paragraph 2.1. 3. REAL AND PERSONAL PROPERTY 3.1 The School District owns the real property that is the subject of this Agreement. This Agreement does not contemplate the transfer of ownership of the Property nor to limit the School District's ability to comply with its statutory obligations regarding the use and disposition of school property pursuant to RCW 28A.335. 00358-0835/LEGAL23609131.3 -2- 2017 Meadowdale Playfields Development Agreement Page 23 Packet Pg. 279 8.3.a 3.2 The parties will not, during the term of and pursuant to this Agreement, jointly acquire or hold any property (real or personal) with regard to the Meadowdale Playfields; provided that the parties may make available to each other, as a matter of convenience, athletic equipment and other personal property normal and incident to the use of the Meadowdale Playfields. In the event that any such personal property items are shared, the parties shall maintain records indicating the nature and quantity of the items shared. Ownership and maintenance of any such personal property items shall remain with the party who purchased the personal property item. 3.3 By operation of this Agreement, Lynnwood does not acquire any ownership interest in and disclaims any interest to the Meadowdale Playfields, which is and will remain the School District's property. 4. EXTENSION, DURATION AND TERMINATION 4.1 The School District and Lynnwood hereby extend the terin of the 1985 . Meadowdale ILA, as between themselves only as set forth herein, to June 5, 2065. 4.2 The terin of this Agreement shall commence upon filing with the County Auditor or upon listing the Agreement by subject on the School District's web site or other electronically retrievable public source in accordance with RCW 39.34.040 following mutual execution (the "Effective Date") and shall expire on June 5, 2065. 4.3 As between the School District and Lymlwood with respect to any new capital investment by Lynnwood in the Meadowdale Playfields made after the Effective Date of this Agreement not joined in by Edmonds under the 1985 Meadowdale ILA, provided that such investment in the Meadowdale Playfields shall first have been reviewed and approved in writing by the School District, Lynnwood's refund under Section 18(c) of the 1985 Meadowdale ILA shall be calculated as follows: Years this Extension Agreement remains in Force X Replacement value of Project Construction 53 Cost at Time of Termination. 5. NEGOTIATIONS TOWARD LYNNWOOD EXCLUSIVE USE RIGHTS AT MEADOWDALE PLAYFIELDS DURING NON -SCHOOL HOURS 5.1 This Agreement does not amend the 1985 Meadowdale ILA, except to (a) extend the term stated in Paragraph 18 for an additional forty (40) years until June 5, 2065, and (b) amend the scheduling stated in Paragraph 17. However, the School District shall engage in good faith negotiations with Edmonds toward moving Edmonds' scheduling and use of the Meadowdale Playfields to other fields when the current 0035 8-0835/LEGAL23609131.3 -3 - 2017 Meadowdale Playfields Development Agreement Page 24 Packet Pg. 280 8.3.a Meadowdale ILA expires in 2025 or earlier, and to thereafter provide Lynnwood with exclusive use rights and obligations at the Meadowdale Playfields site during non - school hours as set forth in this Section 5. Lynnwood acknowledges (a) the School District cannot guarantee any particular outcome with regard to negotiations with Edmonds regarding the termination of Edmonds' use of the Meadowdale Playfields prior to 2025, and (b) this Section 5.1 does not require the School District to exercise its termination rights under Section 18(c) of the 1985 Meadowdale ILA to secure any such cessation of Edmonds' Meadowdale Playfields scheduling or use. 5.2 In furtherance of this Section 5, Lynnwood and the School District will jointly request review of the 1985 Meadowdale ILA to seek exclusive non -school use and scheduling rights for Lynnwood if and as soon as Edmonds concurs, as follows: (a) The School District will continue to have priority use of the Meadowdale Playfields during school hours as described in the 1985 Meadowdale ILA. (b) If and when Edmonds terminates its use rights at the Meadowdale Playfields, Lynnwood shall 1. assume Edmonds' future use rights and obligations during non - school hours, and thereafter have exclusive use and scheduling rights at the Meadowdale Playfields, except for the School District's priority use rights during school hours as described in the 1985 Meadowdale ILA; and 2. assume full responsibility for the maintenance, operation, repairs, and restoration of the Meadowdale Playfields site as described in the 1985 Meadowdale ILA. Notwithstanding such amendment, in accordance with section 17(e) of the 1985 Meadowdale ILA, the School District will not pay fees for its use of the Meadowdale Playfields site for educational purposes, but the School District will be assessed for field lighting costs and field preparation done by Lynnwood's maintenance crews (lining, dragging, placement of bases, etc.). 5.3 The City's scheduling periods under Section 17(c) of the 1985 Meadowdale ILA are revised as follows: Field M-5 -City of Lynnwood scheduling starts at 5:30 p.m. Fields M-lthrough 4- City of Lynnwood scheduling starts at 5:00 p.m. 00358-0835/LEGAL23609131.3 -4- 2017 Meadowdale Playfields Development Agreement Page 25 Packet Pg. 281 8.3.a with the understanding that the School District has the right to work with the City to make special scheduling arrangements on those occasions when the District's use of the fields need to extend beyond those start times. 6. DEVELOPMENT PLANS FOR MEADOWDALE PLAYFIELDS 6.1 The School District agrees to pay one-half of the cost (subject to section 6.2 and applicable budgeting and other applicable legal requirements) of master planning the redevelopment of Meadowdale Playfields at a future mutually -agreeable date, should Lynnwood wish to consider realigning the fields on the Meadowdale Playfields property along with any other site improvements. The School District's role in sharing the cost of the master planning effort, if it occurs, is due to the School District's continued ownership of the property and the School District's interest in continued access to and school use of the fields, as well as parking and driveways at the Meadowdale Playfields as event overflow parking and parent drop-off/pick-up for Meadowdale Elementary and Meadowdale Middle Schools. 6.2 Upon notice to the School District given on or before May 1 and including an estimate of the School District share of anticipated costs, for work that cannot be billed to the School District until the following September, Lynnwood shall have the right to initiate and take the lead on the master planning and site design and redevelopment process under this Section 6. As the owner of the Meadowdale Playfields property, the School District must approve of any redevelopment of the property, which the School District may grant, deny or condition in its sole discretion. The preparation of and agreement to pay for master planning costs does not obligate either party to proceed with construction or redevelopment. 6.3 The School District camlot guarantee but may be willing to share the costs of redevelopment of the Meadowdale Playfields, but only to the extent that the School District derives an educational benefit from such redevelopment (which the School District anticipates may be limited to benefits of the location, function and accessibility of the parking/driveways as noted in section 6.1, and perhaps the redesign of the fields). 7. MISCELLANEOUS 7.1 This Agreement together with the 1985 Meadowdale ILA represents the entire agreement between Lynnwood and the School District with respect to the Meadowdale Playfields. This Agreement shall not be amended except in writing mutually agreed to and executed by Lynnwood and the School District, and the 1985 Meadowdale ILA shall not be amended except in writing in the same manner as that agreement was executed by all parties thereto. 00358-0835/LEGAL23609131.3 -5- 2017 Meadowdale Playfields Development Agreement Page 26 Packet Pg. 282 8.3.a 7.2 This Agreement and all questions concerning the capacity of the parties, execution, validity (or invalidity), and performance of this Agreement, shall be interpreted, construed and enforced in all respects in accordance with the laws of the State of Washington. This Agreement has been negotiated and drafted by all parties and is not to be construed in favor of any party. 7.3 Nothing herein shall be interpreted to create any right or liability with respect to any person or entity not a signatory to this Agreement. 7.4 The parties are independent entities and nothing in this Agreement creates any agency relationship. None of the parties to this Agreement shall be construed to be an officer, agent or employee of any of the other parties. 7.5 In the event of a dispute between the parties arising under this Agreement, the Superintendent of the School District and the Mayor of Lynnwood shall meet to attempt to resolve the dispute within thirty (30) days notice from the Contract Administrator of the existence of a dispute. In the event the Superintendent and the Mayor are unable to resolve the dispute within sixty (60) days notice from the Contract Administrator of the dispute, the parties shall submit the dispute to a mutually agreed upon private arbitrator for a binding resolution. In the event the parties cannot agree on an arbitrator, one may be appointed by the Presiding Judge of the Snohomish County Superior Court, with costs of arbitration borne equally. The prevailing party shall be entitled to recover reasonable attorneys' fees and costs related to said arbitration. 7.6 All notices required to be served or given in accordance with the terms of this Agreement shall be hand delivered or mailed via the U.S. Postal Service, postage pre- paid, to the following addresses of record: Edmonds School District #15 Executive Director of Business and Operations 20420 68"i Ave. West Lynnwood, WA 98036-7400 City of Lynnwood Director of Parks, Recreation and Cultural Arts Department PO Box 5008 Lynnwood, WA 98046-5008 7.7 Any address changes shall be given to the other parties in writing. 7.8 This Agreement may be executed in several counterparts, all of which taken together shall constitute the entire agreement between the parties hereto. If any provision of this Agreement is determined to be invalid under any applicable statute or rule of law, it is to that extent to be deemed omitted, and the balance of the Agreement shall remain enforceable. If and to the extent reasonably required or desirable to 00358-0835/LEGAL23609131.3 -6- 2017 Meadowdale Playfields Development Agreement Page 27 Packet Pg. 283 8.3.a effectuate the terms of this Agreement, each party shall execute and deliver to the other or third parties involved in issues pertaining to the 1985 Meadowdale ILA such other and further documents, instruments and assurances as such other or third parry may reasonably request, provided that neither party to this Agreement may be thereby required pursuant to this sentence to undertake additional financial or other obligations. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year first written above. EDMOND9SCHOOL DISTRICT NO. 15 NICK UROSSOIT ED. b. SUPERINTENDENT DATE: 2� DATE: .$0--&V—/-2 003 5 8-083 5/LEGAL23609131.3 Approved as of'Perkins Coie LLP Attorneys for the School District Approved as to form: of Inslee, - est, Doezie & Ryder, P.S. Attorneys for the City -7- 2017 Meadowdale Playfields Development Agreement Page 28 Packet Pg. 284 8.3.a EXHIBIT D Project Overview Project Location: 16700 661h Avenue West (27 acres) Background • 27-acre athletic facility developed in 1990, located in Lynnwood • Property owned by Edmonds School District • City operates and maintains the facility, and shares use with District and City of Edmonds • Interlocal Agreement gives City use of the facility through 2065 Community Need • Only athletic facility in Lynnwood since loss of athletic complex at Lynnwood High School in 2009 • Increased demand for athletic fields in Lynnwood • Facility is 26 years old - need to improve soccer fields and softball complex • Fields are not playable in their current condition, expensive to maintain • League and tournament reservations have declined, fields remain unused during much of the year Proposed Project • Soccer fields — replace existing dirt soccer fields with all-weather surfacing to create multipurpose fields for soccer, lacrosse, and youth baseball. • Softball Complex — install all-weather turf on softball infields, and increase height of fencing and backstops. • Improvements would: provide year-round play with turf fields bring new team sports to MP (lacrosse, youth baseball, girls fast pitch) increase opportunities for youth and adult participation in team sports increase opportunities for outdoor recreation Community Partners • City of Lynnwood, City of Edmonds, Edmonds School District, Washington State Recreation & Conservation Office, Snohomish County, and Snohomish County Tourism Promotion Area Total Project Cost Estimate (value -engineered) • $4,740,000 (base -bid infill) SECURED Funding • $2,597,155 • $1,000,000 • $ 750,000 • $ 500,000 • $ 200,000 • 100,000 $5,147,155 City of Lynnwood 2014 ESD Bond RCO (Local Parks & YAF) City of Edmonds Snohomish County TPA Exhibit D: Page 1 2017 Meadowdale Playfields Development Agreement Page 29 Packet Pg. 285 8.3.a Project Schedule • December 13 • January 25 • January 30 • January — March • March 30 • April - May • June — November • December 31 Project Community Open House Project Stakeholder Open House Council Briefing Final Design Construction Ad Bid Opening & Notice to Proceed Construction Construction Complete and Project Closeout MEADOWDALE PLAYFIELDS 27 Acres 16700 66th Ave VV Exhibit D: Page 2 2017 Meadowdale Playfields Development Agreement Page 30 Packet Pg. 286 8.3.a J Q _ Z LL Exhibit D: Page 3 2017 Meadowdale Playfields Development Agreement Page 31 Packet Pg. 287 8.3.a 305 EXHIBIT E 306 307 National Park Service Agreement & 6f Boundary Map 308 309 310 2017 Meadowdale Playfields Development Agreement Page 32 Packet Pg. 288 OMB No. 1024-0033 8.3.a 09/30/84 UNITED STATES DEPARTHMM OF THE INTERIOR NATIONAL PARR SZRVICS Land and Water Conservation Fund Project Agreement State Washington Project Number 53-00594 Project Title Meadowdale Playfields r c' !C 86 Project Period r.,,, Project Stage ALL to June 30, 1991 Covered by this Agreement Project Scope (Description of Project) This project involves the further development of the existing'Meadowdale Playfield complex. ' .<, Project Coat The following are hereby incorporated into this agreement: Total Cost $ 320,000 Fund Support not 1. General Provisions (LWCF Manual) to exceed 50% Fund Amount $ 150,000 2. Project Application and Attachments. Coat of this Stage $ 390,000 3. Assistance this Stage $ 150,000 4. NPS 10-902 2017 Meadowdale PlayfielL pment Agreement (7_81) Page 3 Packet Pg. 289 The United States of America, represented by the Director, National Park Service, United States Department of the Interior, and the State named above (herinafter referred to as the State), mutually agree to perform this agreement in accordance with the band and Water Conservation Fund Act of 1965, 78 Stat. 897 (1964), the provisions and conditions of the band and Slater Conservation Fund Grants [Manual, and with the terms, promises, conditions, plans, specifications, estimates, procedures, project proposals, maps, and assurances attached hereto or retained by the State and hereby made a part hereof. The United States hereby promises, in consideration of the promises made by the State herein, to obligate to the State the amount of money referred to above, and to tender to the State that portion of the obligation which is required to pay the United States' share of the costs of the above project stage, based upon the above percentage of assistance. The State hereby promises, in consideration of the promises made by the United States herein, to execute the project described above in accordance with the terms of this agreement. The following special project terms and conditions were added to this agreement before it was signed by the parties hereto: In witness whereof, the parties hereto have executed this agreement as of the date entered below. THE VNI1 ED S ATES OF AMER A STATE 13y W SHi T4N By (Signature) Signature) National Park Service United States Department of the Interior Date Z' NPS 10-902 (7-81) ---•__--_R-QSERT L.,WILDER (Name) - -Qi rec tof,.-- (Title) 2017 Meadowdale Playfields Development Agreement Page 34 1 Packet Pg. 290 0 UNITED STATES DEPARTMENT OF THE INTERIOR NATIONAL P'.RK SERVICE 8.3.a STATE Washington (53) Project Amendment No. 53-00594 AMENDMENT TO PROJECT AGREEMENT THIS AMENDMENT To Project Agreement No.86-04CDis hereby made and agreed upon by the United States of America, acting through the Director of the National Park Service and by the State of Washington pursuant to the band and Water Conservation Fund Act of 1965, 78 Stat. 897 (1964). J The State and the United States, in mutual consideration of the promises made 2 herein and in the agreement of which this is an amendment, do promise as 2 ii follows: m That the above mentioned agreement is amended by adding the following: c c� The project cost is increased by $390,000 ($150,000 LWCF/$240,000 m local). Project scope is increased to allow for additional development of the Meadowdale Playfield complex. With this amendment the total project cost is $780,000 ($300,000 LWCF and $480,000 local), r' In all other respects the agreement of which this is an amendment, and the plans and specifications relevant thereto, shall remain in full force and affect. In witness whereof the parties hereto have executed this amendment as of the date entered below. THE UNITED f A STA�ES OMERICA / STATE ByI /"� - Washington Signature} (State) t CHIE—F, DIVISION (Title) National Park United States the Interior �L•L Date Service Department of 12 19z3G Byc� Signature) ROBERT L. WILDER (Name) Director (Title) NPS 10-902a (7-81) 2017 Meadowdale Playfields Development Agreement Page 35 Packet Pg. 291 3OWDALE PLAYFI ELL LOCATION MAP ��r - :..2..Ywlr[�L14.::... a r wI 1evfN Lrni 4nlAppy6{LL AD MLIDNHAOnLA. H+IPTlA•w•rFG»M[3 JLAIrff 01!!D J[rr Li "?I AEr +F� Aoav y A..w ry NIP .0 ► u 0 f' -$ nn•.rerr ,w' d ,� a i�•+ 7b•q M-✓ �li.r_ 'JiJ •!• r V T i � N k .1 y +- ma �. I� _r a n /S•DJ'Jr' w !,G )[' lrl fi RA• J7 Jv .rr' PPN� -If rAa - ter` y •� 1rti :51. _ ., LEGE Nd V susbow, COAX[rrrow"s `�r R[LD#AIMQ CERTIFICATE SURVEYORS C:EIITIFICAT[ jy((h! . rr [U■Dlr. CoAXRA.Xo, #DU»D + FOVACI cGi4c. Now. IX ca{[euwxee`.wr�A Arr rM .rc.w. .r,rAn • • .' 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Conceptual Site Development Plan MeadawdalePlayfields Renmmtiw a Packet Pg. 294 8.3.c RECEIVED, JUN 2 51985 EceWWO Offices DEVELOPMENT/OPERATION AGREEMENT MEADOWDALE PLAYFIELD SITE WHEREAS, each of the subscribed signator.ieS hereto is a public agency as defined by RCW Chapter 39.34; WHEREAS, each of the subscribed signatories desire and agree to enter into a joint action and to cooperate with each other for the purpose of developing, operating, maintaining, and scheduling a recreation-site;and; WHEREAS, Edmonds School District No. 15 owns approximately twenty five (25) acres located at 66th Avenue West and 168th Street S.W., and has indicated said acres to be called "Meadowdale Playfield Site," and WHEREAS, the Cities of Edmonds and Lynnwood, Snohomish County, and Edmonds School District No. 15 have identified a need for parks and recreation sites that will accord best with geographic, economic, population, and other factors influencing the development of the local communities, and; WHEREAS; Edmonds School District has identified the need for additional athletic fields in this area to enhance the District's educational program; NOW THEREFORE, the parties do agree as follows: 1. The Edmonds School District No. 15 agrees to make the property available for development by the agencies identified in this Agreement for consideration of use of the fields for school district -sponsored educational activities. The Cities of Lynnwood, Edmonds, and Snohomish County intend to establish the responsibility of each party to this agreement for the development, operation, maintenance, and scheduling of the recreation site. 2. The drawing dated March; 1985, entitled "Master Plan," adopted by the Councils of Lynnwood and Edmonds, Snohomish County's Parks and Recreation Advisory Board and County Council, and Edmonds School District No. 15, is hereby made a part of this Agreement. The plan outlines development on the twenty five -acre site and considers future developments and scheduling of adjacent School District property: Meadowdale Elementary, Meadowdale Middle School, and Meadowdale High School. 3. The Cities, County and School District agree that no call for bids will be authorized for each phase of the construction until such Packet Pg. 295 time as all agencies have approved the final plans, specifications and cost estimate for each phase. Also that no award of a construction contract shall be made until approved by all agencies. .4. The Cities, County, or School. District may propose additional development plans for the recreation site after first consulting with the other parties to this Agreement concerning the feasibility of such development. The costs of preparing such development plans will be borne entirely by the initiating agency unless a written agreement to share such costs is approve by all parties prior to the incurring of 3 any costs. Development plans for the recreation site shall be first -°a approved by the other agencies prior to initiating construction, improvement or installation. The preparation of proposed development m plans does not obligate the initiating agency to proceed with construction. o 5. The Cities shall bear the costs of construction. Snohomish LO County will contribute $150,000 in 1984/85 and additional amounts, as IT is later determined. The Cities of Lynnwood and Edmonds will each contribute $120,000 per year for five years for construction of the project. o 6. The City of Lynnwood will serve as the construction agent for the purpose of initially incurring all expenses for all elements of the construction of the joint facility, including but not limited to architect and engineering fees, site development/construction fees, Washington State sales tax, etc. The Parks and Recreation Director of Lynnwood will act as the Construction Administrator. The Edmonds Parks and Recreation Director will act a Construction Administrator.in the absence of the Lynnwood Parks and Recreation Director. 7. The City of Lynnwood shall bill the City of Edmonds and Snohomish County for their share of the project costs in accordance with the amounts listed in Section 5. Lynnwood shall keep appropriate books and accounts covering all construction related costs for review or audit by the agencies. S. The Cities will share equally the costs and responsibility of maintenance, and divide the maintenance and operation responsibility as each phase of the project is completed. The Cities will each account for the costs of maintenance and operation of the playfields and adjust responsibilities annually if they are not equal. The School District will pay for the costs of field preparation for the District's use. A detailed maintenance agreement will be developed after the final master plan is accepted by all cities and an agreement is reached on the phases of the project's development. Packet Pg. 296 8.3.c 9. if it is prudent to close or reduce scheduled use of a field because of severe adverse weather conditions or other unforeseen causes, the agencies involved shall confer and agree concerning reduced use. 10. If the Cities'�Parks and Recreation Departments and the District's representative are unable to come to an agreement in the administration of this Agreement and/or any dispute involving this Agreement, including payment of assessments or making good on maintenance agreements, the matter shall be referred to the Cities' Mayors and the District's Superintendent for resolution. Should agreement not be reached among the Mayors and the Superintendent, the Cities and the District will each appoint an arbitrator at their respective expense. The three arbitrators will be given a designated time to arrive at a decision which shall be binding on all parties. 11. At least once a year, or upon written request of any party, this Agreement shall be reviewed by all parties' representatives for the purpose of reconsidering the equitable distribution of the responsibilities of each party. Recommendations for amendments shall be made to the Cities' Mayors and the District's Superintendent and presented to the Cities' Councils and the School Board for approval. 12. The Cities and the District, but not the County, shall indemnify and hold harmless each of the other parties including the County, to this Agreement and their respective officers, agents and employees, from any and all loss, damage, liability or expense, including expense of litigation, resulting from any actual or alleged injury to any person or firm or to such person or firm's property, caused by or resulting from any act or omission of the party which constructs, maintains, or designs any facility or from any act or omission which occurs as a result of the use of any area or facility by the party or its guest or invitee. It is the intent of the parties that each party bear, and indemnify the other parties, from all claims, costs or loss which relate to that particular party's use, the use of its guests or invitees and the party's design, construction, or maintenance of any area or facility. Joint use, design, construction or maintenance shall result in indemnification by such parties of all parties not participating in sucIT joint use, design, construction or maintenance. Participation by any party by the payment of funds alone under this Agreement shall not be "used" for the purposes of this paragraph. It is the stated intent of the parties that the County's liability under this contract be limited to the amount of its monetary contribution and that the County shall be liable for no other cost, charge, claim or liability of any kind. 13. The Cities and the District shall agree on a set of policies Packet Pg. 297 8.3.c for use of the facilities. Attached in Appendix "A" are policies and procedures for the fields. 14. Each agency, in the use of the areas and.facilities shall be J responsible for the damage caused by the acts of its officers, agents, y employees, guests, invitees," or visitors that use the facilities, not to include normal wear and tear. The costs or repairs or replacementLL due to vandalism will be shared equally by the Cities. as 3 0 15. The Cities may assess and collect fees from participants for any activity held on the site. Edmonds and Lynnwood will agree on a schedule of fees and charges annually. rn rn 16. The Cities or District will furnish and supply all expendable materials necessary for carrying on their activity at the facility. 17. Scheduling procedures: A. The Cities will jointly schedule use of the site with each agency receiving equal time for scheduling community programs. Schedules will be coordinated to assure maximum use of the facility. B. Scheduling will be based on three seasonal time periods, i.e., Winter - January through March; Spring/Summer - April -- August; and Fall - September through December. C. School District programs will receive priority use of the site during the normal school year (September through May), up to 6:00 p.m., Monday through Friday. Scheduling of school programs after 6:00 p.m. will be coordinated with other community programs. D. Actual scheduling procedures, i.e., field use applications, rental fees, scheduling dates, supervision of activities, group priorities, etc., will be jointly developed and coordinated by staff from both Cities. E. The District will not pay field rental fees for its use of the facilities for educational purposes. The District will be assessed for field lighting costs and field preparation done by the Cities' maintenance crews (lining, dragging, placement of bases, etc.). F. The Cities and the District will maintain records that will Packet Pg. 298 8.3.c make clear the lines of responsibility and liability of the scheduling agencies. 18. This Agreement.shall be in effect for. forty. (40) years from this date or until terminated by a majority vote of the parties, except as provided for in 18.c., or mutually amended in writing in the same manner as this agreement was executed. a. Should either of the Cities or the County unilaterally wish to withdraw from this Agreement, they shall do so only after having given the other parties written notice of intent to terminate at least one hundred eighty (180) days prior to such action. b. Unilateral withdrawal from this Agreement gives the withdrawing party no rights to recover any portion of its investment in the site or to use any portion of the site. Ownership of any improvement other than portable equipment items shall be vested in the District subject to such rights as shall be agreed upon in writing prior to the initiation of such improvements. C. if the District terminates this Agreement before its full term, the District will give the Cities and the County one hundred. eighty (180) days notice of its intent and will reimburse the Cities and the County for the amortized value of the development costs and costs of improvements. Value shall be calculated by using the formula Years Agreement in Force X Replacement Value of All project 40 costs at the time of termination. 19. If a negative Declaration for Environmental Impacts is not approved, and conditions or mitigations are imposed in accordance with the State Environmental protection Act that would impose greatly increased costs not anticipated by this Agreement, any party may withdraw from this Agreement without penalty. Packet Pg. 299 8.3.c 20. If any action, subsection, sentence, clause, or phrase of this Agreement is for any reason held to be unconstitutional or illegal, such decision shall not affect the validity of the remaining portions of this Agreement. This Agreement shall be filed with the City Clerks, Snohomish County Auditor, and the Secretary of State. DATED this 5th day of June 1985.. CITY OF EDMONDS: I z V Mo o; Wa. CITY OF LYNNWOOD: May Ileof Lynnwood EDMONDS SCHOOL DISTRICT NO. 15 P6w; uuA 9 lax Su e ntendent of Schools SNOHOMISH COUNZ THOi .AS L'EPL ;CUTIY6_ ntV EXecZ-f-ive 5 1985 Packet Pg. 300 8.3.c 1. 2. 3. 4. 5. 5. 7. APPENDIX MEADOWDALE PLAY FIELDS FACILITY USE REGULATIONS JANUARY, 1985 Alcoholic beverages and drugs are prohibited'at the complex, and sm Ji is prohibited on the playing fields. No golfing is permitted on the site unless approved by the Parks an U_ Recreation Department. Motorized vehicles are to be parked only in designated parking area of are prohibited or. the fields. C-0 G Pets must be on leash at all times except as may be permitted for s events approved by the Parks and Recreation Department. No person shall engage in the sale of merchandise or services or op a concession without approval of the Parks and Recreation Departmen co No person shall mutilate, deface, or damage any facility improvemen All litter shall be disposed of in designated receptacles. Youth organizations will not be permitted to utilize the facilities without adequate adult supervision at all times. 8. All organizations, groups, and/or individuals utilizing the facilit must leave them in satisfactory condition. Failure to do so will r in additional maintenance costs charged to the organization, group, individuals responsible for additional clean-up. 9. The Parks and Recreation Department reserves the right to cancel an facility use permit for just cause or to amend the procedures set f in this document at any time. 10. The Parks and Recreation Department is not responsible for accident injuries, or loss of property. 11. Misuse of park facilities or failure to conform with these regulati will be sufficient grounds for immediate permit suspension and/or d of future applications. 12. The groups using the facilities agree to hold harmless the cities o Edmonds and Lynnwood, Edmonds School District, and Snohomish County and against any and all claims for damages resulting from death, pe injury, or property loss or damage suffered or claimed to have been suffered by any person whatsoever and rising out of any act or omis of an applicant and/or its agents during use of facilities. 13. Umpires and/or referees- shall be the final -authority for governing behavior during scheduled activities. Packet Pg. 301 8.3.c MEADOWDALE PLAY FIELDS FACILITY USE REGULATIONS Page 2 14. Anyone whose action jeopardizes safety or engages in abusive or belligerent behavior will be disqualified from play and barred from the facility. a J 15. The Facility Supervisor is -responsible for the total operation of the -0 complex and makes the final decisions regarding facility use. 2 i_ 2 MD/kw CU 0829R 0 a� Packet Pg. 302 A 8.3.c 8.3.d APPENDIX B Meadowdale Playfields Operation and Maintenance Responsibilities In accordance with Item #8 of the Development/Operation Agreement, the followino provisions are set forth to designate the operation and maintenance responsibilities for the period January 1, 1988, to December 31, 1988. 1. The City of Lynnwood is designated as the managing agency for 1988 and as such is to incur all costs associated with the normal operation and maintenance of the joint facility subject to appropriate reimbursement from the City of Edmonds. 2. Billino. The City of Lynnwood shall provide a detailed billing of the net costs of maintenance and operation of the joint facility to the City of Edmonds on a quarterly basis. 2.1. The City of Edmonds shall have twenty (20) working days to review said bills and tender payment. 2.2. In the event of dispute regarding the amount or appropriateness of any charge, the City of Edmonds shall notify the City of Lynnwood in writing by depositing same in the U.S, mail within the twenty (20) day review period and shall pay any amount not in dispute within said period. 2.3. The parties shall attempt to first resolve said dispute between themselves. If they are unable to resolve the dispute within thirty (30) days of the mailing of the notice of dispute, the parties shall submit the matter to binding arbitration before an arbiter to be mutually agreed upon. The costs of such arbitration shall be borne equally between the parties; provided, however, that either party may refuse to submit to arbitration any charge or cost alleged to be prohibited by law or the Constitution. 3. The City of Lynnwood shall keep appropriate books and accounts covering operating and maintenance costs for review or audit by the City of Edmonds. A separate accounting shall be maintained for all revenue collected from the complex and equally credited to each city's operating and maintenance costs. 4. The City of Lynnwood shall provide the necessary property insurance required for adequate coverage of the facility and name the City of Edmonds as an additional insured. Deductible applicable to all claims shall be $1,000.00 each occurrence unless otherwise agreed upon by the cities. Item T2 of the original agreement addresses liability conditions for the facility. 5. Normal operation and maintenance of the facility will include the following items: Operation A. Receiving and processing of use request forms, collection of fees and actual scheduling of approved activities as in accordance with Item r17 of the original agreement. Packet Pg. 304 8.3.d Meadowdale Playfields Operation and Maintenance Responsibilities Page 2 B. Set-up and supervision of all scheduled activities. C. Organization, coordination, and supervision of the concession stand operation. D. Purchase of required operating materials, i.e., soccer nets, bases, field lining material, etc. E. Payment of all utility charges, i.e., electricity, water, sewer, garbage, telephone, alarm monitoring, etc. MAintonAnrP A. Purchase of all materials required for the normal maintenance of the facility, i.e., rest room supplies, garbage bags, fertilizers, seed, sand, soils, bark, chemicals, irrigation supplies, lighting supplies, etc. B. Purchase of all equipment and tools required for the normal maintenance of the facility, i.e., tractor and trailer, field liner, drags, hand tools, etc. C. Mowing, trimming, aerating, verticutting, top dressing, seeding, fertilizing, and weed control of all turf areas. D. Maintenance of the control building (rest rooms, storage, and office areas, etc.). E. Programming and maintenance of the automated irrigation system throughout the facility. F. Collection and disposal of all litter. G. Cleaning and maintenance of parking lots, walkways, hard court surface areas, and bleachers. H. Repair items damaged by vandals. I. Perform other normal operation and maintenance duties not listed above that are required. 6. The maintenance and operation costs for 1988 shall not exceed S57,000 (10% contingency) without prior approval of the City Councils of Lynnwood'and Edmonds. a Packet Pg. 305 8.3.d Meadowdale Playfields Operation and Maintenance Responsibilities Page 3 7. The field rental fees and concession stand revenue will be shared equally by Edmonds and Lynnwood. Each City will collect revenue from its own league activities. APP VED AS T FORM: � l Ci y Attorney V t Date APPROVED AS TO FORM: ,,� � L.2 a l0g - --,w City Attorney Date M&ORESP/T O MEADF/1-3 CITY OF JDMONDS: ayor �. ��/zIs;, Date ATT Cit Clerk CITY OF LYNNWOOD: A 17 ayor Date Packet Pg. 306 8.3.e EXTENSION OF INTERLOCAL AGREEMENT BETWEEN EDMONDS SCHOOL DISTRICT and THE CITY OF LYNNWOOD MEAD OWDALE PLAYFIELDS This Extension of Interlocal Agreement ("Agreement"), dated as of 7N z , 2012, is made and entered into by and between EDMONDS SCHOOL 1k D CT NO. 15 ("School District") and THE CITY OF LYNNWOOD ("Lynnwood"). RECITALS WHEREAS the School District and Lynnwood desire to terminate all interlocal agreements between the School District and Lynnwood with respect to rights and obligations for Lynnwood's use of the fields and amenities at former Lynnwood High School, located at 3001 184th Street SW, Lynnwood, WA 98037-4701 ("Former LHS Agreements"); and WHEREAS the School District, Lynnwood, the City of Edmonds ("Edmonds") and Snohomish County (the "County") entered into a Development/Operation_Agreement Meadowdale Playfields dated June 5, 1985 ("1985 Meadowdale ILA") which pertains to the approximately 25 acres of real property owned by the School District and located at 66th Avenue West and 168th Street S.W., legally described on Exhibit A ("Meadowdale Playfields"), which agreement has a current term through June 5, 2025; and WHEREAS, to forever resolve all outstanding issues between Lynnwood and the School District arising from or related to the Former LHS Agreements, the School District and Lynnwood desire to extend Lynnwood's rights and obligations at Meadowdale Playfields for an additional 40 years beyond the expiration of the current 1985 Meadowdale ILA and contemporaneously terminate, by separate agreement, the Former LHS Agreements; and WHEREAS both the School District and Lynnwood desire to maintain cooperative, collaborative programs and relationships with Edmonds with respect to Parks and Recreation and other issues of interest to their respective constituents; and WHEREAS Lynnwood has expressed a desire to expand Lynnwood's rights and obligations at Meadowdale Playfields to include the rights and obligations of Edmonds under the 1985 Meadowdale ILA, either at the time Edmonds' rights expire under the 1985 Meadowdale ILA or sooner if possible; and 00358-0835/LEGALU6091313 -I- Packet Pg. 307 8.3.e WHEREAS the School District will not guarantee the outcome but agrees to pursue discussions with Edmonds to provide Lynnwood with exclusive use of the Meadowdale Playfields when not needed for school purposes by the School District, all as set forth in this Agreement. NOW, THEREFORE, the School District and Lynnwood hereby agree as follows: 1. PURPOSE The purposes of this Agreement are to: (a) extend, as modified by this Agreement, Lynnwood's use rights and obligations with respect to use of the Meadowdale Playfields under the 1985 Meadowdale ILA by forty (40) years, (b) allow Lynnwood to assume additional use rights and obligations at the Meadowdale Playfields site if Edmonds ceases its use (currently anticipated to occur in 2025 when the 1985 Meadowdale ILA expires as to Edmonds, and potentially sooner if Edmonds desires to terminate its use of the Meadowdale Playfields sooner), and (c) establish cost sharing principles between the School District and Lynnwood regarding potential future redevelopment of the Meadowdale Playfields. 2. CONTRACT ADMINISTRATOR 2.1 Pursuant to RCW 39.34.030(4)(a), to the extent a matter is not governed by the 1985 Meadowdale ILA, the School District and Lynnwood hereby appoint the School District's Executive Director of Business and Operations as the "Contract Administrator", who will be responsible for administering this Agreement, and at the direction of the parties, shall take such action as is necessary to ensure this Agreement is implemented in accordance with its terms. 2.2 This Agreement does not create a separate legal or administrative entity, and consequently is being administered in accordance with RCW 39.34.030(4), as provided in paragraph 2.1. 3. REAL AND PERSONAL PROPERTY 3_I-The School District owns the real propertythat.is the subject ofthis Agreement: This Agreement does not contemplate the transfer of ownership of the Property nor to limit the School District's ability to comply with its statutory obligations regarding the use and disposition of school property pursuant to RCW 28A.335. 00358-0835/i.ECP IM609131.3 -2- Packet Pg. 308 8.3.e 3.2 The parties will not, during the term of and pursuant to this Agreement, jointly acquire or hold any property (real or personal) with regard to the Meadowdale Playfields; provided that the parties may make available to each other, as a matter of convenience, athletic equipment and other personal property normal and incident to the use of the Meadowdale Playfields. In the event that any such personal property items are shared, the parties shall maintain records indicating the nature and quantity of the items shared. Ownership and maintenance of any such personal property items shall remain with the party who purchased the personal property item. 3.3 By operation of this Agreement, Lynnwood does not acquire any ownership interest in and disclaims any interest to the Meadowdale PIayfelds, which is and will remain the School District's property. 4. EXTENSION, DURATION AND TERMINATION 4.1 The School District and Lynnwood hereby extend the term of the 1985 Meadowdale ILA, as between themselves only as set forth herein, to_June 5, 2.065. 4.2 The term of this Agreement shall commence upon filing with the County Auditor or upon listing the Agreement by subject on the School District's web site or other electronically retrievable public source in accordance with RCW 39.34.040 following mutual execution (the "Effective Date") and shall expire on June 5, 2065. 4.3 As between the School District and Lynnwood with respect to any new capital investment by Lynnwood in the Meadowdale PIayfields made after the Effective Date of this Agreement not joined in by Edmonds under the 1985 Meadowdale ILA, provided that such investment in the Meadowdale Playfields shall first have been reviewed and approved in writing by the School District, Lynnwood`s refund under Section 18(c) of the 1985 Meadowdale ILA shall be calculated as follows: Years this Extension Aueement remains in Force X I Replacement value of Project Construction 53 Cost at Time of Termination. 5. NEGOTIATIONS TOWARD LYNNWOOD EXCLUSIVE USE RIGHTS AT MFADOWDALE PLAYFIELDS DURING NON -SCHOOL HOURS 5.1 This Agreement does not amend the 1985 Meadowdale ILA, except to (a) extend the term stated in Paragraph 18 for an additional forty (40) years until June 5, 2065, and (b) amend the scheduling stated in Paragraph 17. However, the School District shall engage in good faith negotiations with Edmonds toward moving Edmonds' scheduling and use of the Meadowdale Playfields to other fields when the current G035RMMILLCA L 3609131.3 3- Packet Pg. 309 8.3.e Meadowdale ILA expires in 2025 or earlier, and to thereafter provide Lynnwood with exclusive use rights and obligations at the Meadowdale Playfields site during non - school hours as set forth in this Section 5. Lynnwood acknowledges (a) the School District cannot guarantee any particular outcome with regard to negotiations with Edmonds regarding the termination of Edmonds' use of the Meadowdale Playfields prior to 20253and (b) this Section 5.1 does not require the School District to exercise its termination rights under Section 18(c) of the 1985 Meadowdale ILA to secure any such cessation of Edmonds' Meadowdale Playfields scheduling or use. 5.2In furtherance of this Section 5, Lynnwood and the School District will jointly request review of the 1985 Meadowdale ILA to seek exclusive non -school use and scheduling rights for Lynnwood if and as soon as Edmonds concurs, as follows: ........... ....... (a) The School District will continue to have priority use of the Meadowdale Playfields during school hours as described in the 1985 Meadowdale ILA. (b) If and when Edmonds terminates its use rights at the Meadowdale Playfields, Lynnwood shall 1. assume Edmonds' future use rights and obligations during non - school hours, and thereafter have exclusive use and scheduling rights at the Meadowdale Playfields, except for the School District's priority use rights during school hours as described in the 1985 Meadowdale ILA; and 2. assume full responsibility for the maintenance, operation, repairs, and,restoration of the Meadowdale Playfields site as.described in the 1985 ... ............... Meadowdale ILA. Notwithstanding such amendment, in accordance with section 17(e) of the 1985 Meadowdale ILA, the School District will not pay fees for its use of the Meadowdale Playfields site for educational purposes, but the School District will be assessed for field lighting costs and field preparation done by Lynnwood's maintenance crews (lining, dragging, placement of bases, etc.). 5.3 The City's scheduling periods under Section 17(c) of the 1985 Meadowdale ILA are revised as follows: Field M-5 -City. of Lynnwood scheduling starts at 5:30 p.m. Fields M-lthrough 4- City of Lynnwood scheduling starts at 5:00 p.m. 0035MR351LEGAL23609131.3 -4-- Packet Pg. 310 8.3.e with. the understanding that the School District has the right to work with the City to make special scheduling arrangements on those occasions when the District's use of the fields need to extend beyond those start times. 6. DEVELOPMENT PLANS FORMEADOWDALE PLAYFIELDS. 6.YThe School District agrees to pay one-half of the cost (subject to section 6.2 and applicable budgeting and other applicable legal requirements) of master planning the redevelopment of Meadowdale Playf gilds at a future mutually-agreeabI.e date, should Lynnwood wish to consider. realigning the. fields on the Meadowdale Playfields properly along with any other site improvements. The School District's role in sharing the cost of the master planning effort, if it occurs, is due to the School District's continued ownership of the property and the Schhool District's interest in continued access to and school use of the fields, as well as parking and driveways at the Meadowdale PIayfields as event overflow parldng and parent drop-off/pick-up for Meadowdale Elementary and Meadowdale Middle Schools. 6.2 Upon notice to the School District given on or before May 1 and including an estimate of the School District share of anticipated costs, for work that cannot be billed to the School District until the following September, Lynnwood shall have the right to initiate and take the lead on the master planning and site design and redevelopment process under this Section 6. As the owner of the Meadowdale PIayfields property, the School District must approve of any redevelopment of the property, which the School District may grant; deny or condition in its sole discretion. The preparation of and agreement to pay for master planning costs does not obligate either party to proceed with construction or redevelopment. 6.3 The School District cannot guarantee but may be willing to share the costs of redevelopment of the Meadowdale PIayfields, but only to the extent that the School District derives an educational benefit from such redevelopment (which the School District anticipates may be limited to benefits of the location, function and accessibility of the parking/driveways as noted in section 6.1, and perhaps the redesign of the fields). 7. NUSCELLANEOUS 7.1 This Agreement together with the 1985 Meadowdale ILA represents the entire agreement between Lynnwood and the School District with respect to the Meadowdale Playfields. This Agreement shall not be amended except in writing mutually agreed to and executed by Lynnwood and the School District, and the 1985 Meadowdale ILA shall not be amended except in writing in the same manner as that agreement was executed by all parties thereto. 00358-0835/LEGAL23609131.3 -5- Packet Pg. 311 8.3.e 7.2 This Agreement and all questions concerning the capacity of the parties, execution, validity (or invalidity), and performance of this Agreement, shall be interpreted, construed and enforced in all respects in accordance with the laws of the State of Washington. This Agreement has been negotiated and drafted by all parties and is not to be construed in favor of any party. 7.3 Nothing herein shall be interpreted to create any right or liability with respect to any person or entity not a signatory to this Agreement. 7.4 The parties are independent entities and nothing in this Agreement creates any agency relationship. None of the parties to this Agreement shall be construed to be an officer, agent or employee of any of the other parties. 7.51n the event of a dispute between the parties arising under this Agreement, the Superintendent of the School District and the Mayor of Lynnwood shall meet to attempt to resolve the dispute within thirty (30) days notice from the Contract Administrator of the existence of a dispute. In the event the Superintendent and the Mayor are unable to resolve the dispute within sixty (60) days notice from the Contract Administrator of the dispute, the parties shall submit the dispute to a mutually agreed upon private arbitrator for a binding resolution. In the event the parties cannot agree on an arbitrator, one may be appointed by the Presiding Judge of the Snohomish County Superior Court, with costs of arbitration borne equally. The prevailing party shall be entitled to recover reasonable attorneys' fees and costs related to said arbitration- 7-6 All notices required to be served or given in accordance with the terms of this Agreement shall be hand delivered or mailed via the U_S_ Postal Service, postage pre- paid, to the following addresses of record: Edmonds School District #15 City of Lynnwood Executive Director of Business and Director of Parks, Recreation and Cultural Operations Arts Department 20420 68" Ave. West PO Box 5008 Lynnwood, WA 98036-7400 Lynnwood, WA 98046-5008 7.7 Any address changes shall be given to the other parties in writing. 7.8 This Agreement may be executed in several counterparts, all of which taken together shall constitute the entire agreement between the parties hereto_ If any provision of this Agreement is determined to be invalid under any applicable statute or rule of law, it is to that extent to be deemed omitted, and the balance of the Agreement shall remain enforceable. If and to the extent reasonably required or desirable to 0035B-O933n1 EGALn609131.3 -6- Packet Pg. 312 8.3.e effectuate the terms of this Agreement, each party shall execute and deliver to the other or third parties involved in issues pertaining to the 1985 Meadowdale ILA such other and further documents, instruments and assurances as such other or third party may reasonably request, provided that neither party to this Agreement may be thereby required pursuant to this sentence to undertake additional financial or other obligations. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year first written above. EDMO SCHOOL DISTRICT NO. 15 F NICK UhlITSSOIT ED. 9 SUPERINTENDENT DATE- DATE: 'J.._..,_ 00358-0835/L GAL236d9I313 as 'of Perkins Coie LLP Attorneys for the School District Approved as to form: of Inslee, 4est, Doezie & Ryder, P.S. Attorneys or the City _7_ Packet Pg. 313 8.3.e EXHBIT A EDMONDS SCHOOL DISTRICT NO.15 Meadowdale PIayf_elds Legal Description Tracts 82, 83,107 and I08, Meadowdale Beach, according to plat thereof recorded in Volume 5 ofPlats, page 38, records of Snohomish County, Washington and adjacent to vacated 68a' Ave. West. 00358.0835/LEGAL23609131.3 -8- Packet Pg. 314 8.4 City Council Agenda Item Meeting Date: 04/25/2017 Authorization for design services for the Waterfront Redevelopment (10 min.) Staff Lead: Carrie Hlte Department: Parks, Recreation & Cultural Services Preparer: Carrie Hite Background/History Council authorized funds for the Waterfront Redevelopment project, the park area surrounding the Senior Center as part of the CIP for 2017. Council also adopted the PROS plan in February of 2014, identifying the project for connecting the waterfront walkway in front of the Ebbtide condominiums. Staff Recommendation Authorize the Mayor to sign the Professional Services Agreement for Barker Landscape to complete the design and bid documents for the waterfront park redevelopment in front of the senior center, the connection of the walkway to the south, and the adjacent parking lot that services both the park and the senior center. Narrative The City issued an RFQ for design services for the waterfront park redevelopment in front of the senior center, the connection of the walkway to the south of the senior center, and the adjoining parking lot that services both the park and the senior center. A panel comprised of City and senior center staff evaluated the submittals and unanimously selected Barker Landscape to go forward with the design contract. Barker Landscape put together a comprehensive team and has the experience of completing other components of the waterfront walkway. The park redevelopment on the grounds surrounding the senior center, and the connection of the walkway south of the senior center is consistent with both the PROS plan and the Shoreline Master Program. The project design seeks to enhance the waterfront experience by removing the creosote pier, that is both a barrier to access and harmful to the environment, adding wider stairs and seat wall, adding an ADA ramp to the beach, adding a hand boat launch, and reintroducing natural elements to the beachfront to increase habitat. It adds 300 feet of walkway, connecting to the northern walkway leading to Bracketts South and Bracketts North. It will create a user friendly, barrier free access to the beachfront and waterfront views. The removal of the pier has been a priority for many years and adopted in the Edmonds Shoreline Master program. In addition, the connection of the walkway, the rehabilitation of beach habitat area, and the addition of ADA access and a hand boat launch have all been high priorities. Packet Pg. 315 8.4 This will restore an underutilized site to a site that is welcoming, accessible, enhances circulation and water access, and connects to the larger social opportunities afforded by the complete waterfront walkway and experience. The southern connection in front of the Ebbtide will complete the missing link along the waterfront. This has been identified in the City's comprehensive plan for 20 years. Specifically, this area has been identified in the Shoreline Master Program as being potential habitat and previous spawning areas for two important forage fish; the Sand Lance and Surf Smelt. It is also couched between two coho salmon spawning creeks ( Shell and Shellebarger). The bulkheads removal will enhance ecological conditions to support this habitat similar to the restoration at Bracketts Landing South. In addition, this project seeks to add LID improvements to the parking lot that is adjacent to the beach front by a bioswale and raingarden. This will help mitigate the current condition of runoff from the parking lot directly into the Puget Sound. As Council may recall, the design and construction of the parking lot will be a shared cost 50/50 with the senior center. Because the City is subject to bidding laws, the City will be bidding this part of the project and will manage the construction of the parking lot. The City is currently in application for two $500,000 grants to assist in funding support for this redevelopment. The Parks Department also designated $500,000 of Park Impact Fees and an additional $600,000 in REET in the 2017 CIP budget to help support this development. In addition, Snohomish County just granted the City $125,000 toward this project. We have a total of $2.1M authorized this year for this project. The timeline is projected for design this year, and construction in 2018. Attachments include: 1. Professional Services Agreement for Barker Landscape 2. Exhibit A: Scope of Services describing the work to be performed. 3. Exhibit B.1: Design timelime and costs for the waterfront walkway connection in front of Ebbtide. 4. Exhibit B.2: Design timeline and costs for the parking lot. As outlined in the Senior Center lease agreement, this amount and the construction costs will be divided evenly with the Senior Center. 5. Exhibit B.3: Design timeline and costs park redevelopment in front of the Senior Center. 6. Waterfront redevelopment image. Packet Pg. 316 8.4.a CITY OF EDMOND S 700 Main Street • EDMONDS, WA 98020 • 425-771-0320 • FAX 425-771-0253 Website: www.edmondswa.gov PROFESSIONAL SERVICES AGREEMENT DAVE EARLING MAYOR THIS AGREEMENT ("Agreement") is made and entered into between the City of Edmonds, hereinafter referred to as the "City", and Barker Landscape Architects, P.S., hereinafter referred to as the "Consultant". WHEREAS, the City desires to engage the professional services and assistance of a consulting firm to provide landscape design and engineering services with respect to the Edmonds Waterfront Restoration project and waterfront connection; NOW, THEREFORE, in consideration of mutual benefits accruing, it is agreed by and between the parties hereto as follows: 1. Scope of work. The scope of work shall include all services and material necessary to accomplish the above mentioned objectives in accordance with the Scope of Services that is marked as Exhibit A, attached hereto and incorporated herein by this reference. 2. Payments. The Consultant shall be paid by the City for completed work for services rendered under this Agreement as provided hereinafter. Such payment shall be full compensation for work performed or services rendered and for all labor, materials, supplies, equipment and incidentals necessary to complete the work. A. Payment for work accomplished under the terms of this Agreement shall be on a time and expense basis as set forth on the Fee Schedule that is marked as Exhibit B, attached hereto and incorporated herein by this reference; provided, in no event shall the payment for work performed pursuant to this Agreement exceed the sum of FIVE HUNDRED SIXTY EIGHT THOUSAND FIVE HUNDRED THIRTY SEVEN DOLLARS $ 568,537. B. All vouchers shall be submitted by the Consultant to the City for payment pursuant to the terms of this Agreement. The City shall pay the appropriate amount for each voucher to the Consultant. The Consultant may submit vouchers to the City biweekly during the progress of the work for payment of completed phases of the project. Billings shall be reviewed in conjunction with the City's warrant process. No billing shall be considered for payment that has not been submitted to the City three days prior to the scheduled cut-off date. Such late vouchers will be checked by the City and payment will be made in the next regular payment cycle. C. The costs records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City for a period of three (3) years after final payment. Copies shall be made available upon request. 1 Packet Pg. 317 8.4.a 3. Ownership and use of documents. All research, tests, surveys, preliminary data and any and all other work product prepared or gathered by the Consultant in preparation for the services rendered by the Consultant under this Agreement shall be and are the property of the Consultant, provided, however, that: A. All final reports, presentations and testimony prepared by the Consultant shall become the property of the City upon their presentation to and acceptance by the City and shall at that date become the property of the City. B. The City shall have the right, upon reasonable request, to inspect, review and copy any work product during normal office hours. Documents prepared under this agreement and in the possession of the Consultant may be subject to public records request and release under Chapter 42.56 RCW. C. In the event that the Consultant shall default on this Agreement, or in the event that this Agreement shall be terminated prior to its completion as herein provided, the work product of the Consultant, along with a summary of work done to date of default or termination, shall become the property of the City and tender of the work product and summary shall be a prerequisite to final payment under this Agreement. The summary of work done shall be prepared at no additional cost. 4. Time of performance. The Consultant shall perform the work authorized by this Agreement promptly in accordance with the receipt of the required governmental approvals. 5. Indemnification / Hold harmless agreement. The Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses, demands, or suits at law or equity arising from the acts, errors or omissions of the Consultant in the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's liability, including the duty and cost to defend, hereunder shall be only to the extent of the Consultant's negligence. The Consultant shall comply with all applicable sections of the applicable Ethics laws, including RCW 42.23, which is the Code of Ethics for regulating contract interest by municipal officers. The Consultant specifically assumes potential liability for actions brought by the Consultant's own employees against the City and, solely for the purpose of this indemnification and defense, the Consultant specifically waives any immunity under the state industrial insurance law, Title 51 RCW. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 6. General and professional liability insurance. The Consultant shall obtain and keep in force during the term of this Agreement, or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to Title 48 RCW. Packet Pg. 318 8.4.a Insurance Coverage A. Worker's compensation and employer's liability insurance as required by the State. B. Commercial general liability and property damage insurance in an aggregate amount not less than two million dollars ($2,000,000) for bodily injury, including death and property damage. The per occurrence amount shall be written with limits no less than one million dollars ($1,000,000). C. Vehicle liability insurance for any automobile used in an amount not less than a one million dollar ($1,000,000) combined single limit. D. Professional liability insurance in the amount of one million dollars ($1,000,000). Excepting the Worker's Compensation Insurance and Professional Liability Insurance secured by the Consultant, the City will be named on all policies as an additional insured. The Consultant shall furnish the City with verification of insurance and endorsements required by the Agreement. The City reserves the right to require complete, certified copies of all required insurance policies at any time. All insurance shall be obtained from an insurance company authorized to do business in the State of Washington. The Consultant shall submit a verification of insurance as outlined above within fourteen days of the execution of this Agreement to the City. No cancellation of the foregoing policies shall be effective without thirty days prior notice to the City. The Consultant's professional liability to the City shall be limited to the amount payable under this Agreement or one million dollars ($1,000,000), whichever is the greater, unless modified elsewhere in this Agreement. In no case shall the Consultant's professional liability to third parties be limited in any way. 7. Discrimination prohibited. Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, national origin, age, sex, sexual orientation, marital status, veteran status, liability for service in the armed forces of the United States, disability, or the presence of any sensory, mental or physical handicap, or any other protected class status, unless based upon a bona fide occupational qualification. 8. Consultant is an independent contractor. The parties intend that an independent contractor relationship will be created by this Agreement. No agent, employee or representative of the Consultant shall be deemed to be an agent, employee or representative of the City for any purpose. Consultant shall be solely responsible for all acts of its agents, employees, representatives and subcontractors during the performance of this Agreement. 9. City approval of work and relationships. Notwithstanding the Consultant's status as an independent contractor, results of the work performed pursuant to this Agreement must meet the approval of the City. During pendency of this Agreement, the Consultant shall not perform work for any party with respect to any property located within the City of Edmonds or for any project subject to the administrative or quasijudicial review of the City without written notification to the City and the City's prior written consent. 10. Termination. This being an Agreement for professional services, either party may terminate this Agreement for any reason upon giving the other party written notice of such termination no fewer than ten (10) days in advance of the effective date of said termination. Packet Pg. 319 8.4.a 11. Integration. The Agreement between the parties shall consist of this document, the Scope of Services attached hereto as Exhibit A, and the Fee Schedule attached hereto as Exibit B. These writings constitute the entire Agreement of the parties and shall not be amended except by a writing executed by both parties. In the event of any conflict between this written Agreement and any provision of Exhibits A or B, this Agreement shall control. 12. Changes/Additional Work. The City may engage Consultant to perform services in addition to those listed in this Agreement, and Consultant will be entitled to additional compensation for authorized additional services or materials. The City shall not be liable for additional compensation until and unless any and all additional work and compensation is approved in advance in writing and signed by both parties to this Agreement. If conditions are encountered which are not anticipated in the Scope of Services, the City understands that a revision to the Scope of Services and fees may be required. Provided, however, that nothing in this paragraph shall be interpreted to obligate the Consultant to render or the City to pay for services rendered in excess of the Scope of Services in Exhibit A unless or until an amendment to this Agreement is approved in writing by both parties. 13. Standard of Care. Consultant represents that Consultant has the necessary knowledge, skill and experience to perform services required by this Agreement. Consultant and any persons employed by Consultant shall use their best efforts to perform the work in a professional manner consistent with sound practices, in accordance with the schedules herein and in accordance with the usual and customary professional care required for services of the type described in the Scope of Services. 14. Non -waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 15. Non -assignable. The services to be provided by the Consultant shall not be assigned or subcontracted without the express written consent of the City. 16. Covenant against contingent fees. The Consultant warrants that s/he has not employed or retained any company or person, other than a bona fide employee working solely for the Consultant, to solicit or secure this contract, and that s/he has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award of making of this Agreement. For breach or violation of this warranty, the City shall have the right to annul this Agreement without liability or, in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 17. Compliance with laws. The Consultant in the performance of this Agreement shall comply with all applicable Federal, State or local laws and ordinances, including regulations for licensing, certification and operation of facilities, programs and accreditation, and licensing of individuals, and any other standards or criteria as described in the Agreement to assure quality of services. The Consultant specifically agrees to pay any applicable business and occupation (B & O) taxes which may be due on account of this Agreement. Packet Pg. 320 8.4.a 18. Notices. Notices to the City of Edmonds shall be sent to the following address: City of Edmonds 121 Fifth Avenue North Edmonds, WA 98020 Notices to the Consultant shall be sent to the following address: Barker Landscape Architects, P.S. 3002 NW 68th Street Seattle, WA 98117 Receipt of any notice shall be deemed effective three days after deposit of written notice in the U.S. mails, with proper postage and properly addressed. DATED THIS DAY OF , 2017. CITY OF EDMONDS BARKER LANDSCAPE ARCHITECTS, P.S. By By David O. Earling, Mayor Its ATTEST/AUTHENTICATED: Scott Passey, City Clerk APPROVED AS TO FORM: Office of the City Attorney Packet Pg. 321 8.4.a STATE OF WASHINGTON ) )ss COUNTY OF ) On this day of , 2017, before me, the undersigned, a Notary Public in and for the State of Washington, duly commissioned and sworn, personally appeared , to me known to be the person who executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said person, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument. WITNESS my hand and official seal hereto affixed the day and year first above written. NOTARY PUBLIC My commission expires: Packet Pg. 322 8.4.b Exhibit A SCOPE OF WORK SCOPE OF WORK 2017 EDMONDS WATERFRONT RE -DEVELOPMENT Landscape Architectural & Engineering Design Services Design Services The City of Edmonds (City) is proposing to redevelop their central waterfront adjacent to the Senior Center. Planned improvements include removal of the parking structure on the beach, restoration and the construction of a walkway, new plaza and parking lot at the Senior Center, and a new connecting walkway on the beach in front of the Ebb Tide condominium building for public access to the promenade to the south. Design for the Ebbtide and Waterfront Center began in September 2015 when Environmental Works (architects for the Senior Center) engaged Barker Landscape Architects (Barker) to prepare earlier versions of this scope of work and attached budget to assist the City with design and environmental permitting of the project. Subsequently, in November 2016, Barker participated in a meeting with the project team, including representatives from the City, the Senior Center, Herrera, and Environmental Works, to discuss project elements and schedule. The existing Edmonds Senior Center includes a building, parking lots, and sections of the Edmonds waterfront walkway. A portion of the existing parking area and waterfront walkway are located on a fill area supported by an older bulkhead. The City is planning to restore the shoreline in this area by removing the existing older bulkhead and fill area. The waterfront walkway that is currently on the fill area would be relocated landward to align approximately with the existing walkway located to the north and south of the fill area. The proposed walkway would have a slight curve in towards the land and a new upper tidal pocket beach area will be installed where the existing bulkhead and fill are located. Current plans also include two beach access stairs, one located at each end of the new walkway section. The plan also includes reorientation of the parking area with new drainage and rain garden systems. A pile - supported bulkhead is planned on the waterward side of the new walkway. The design of the bulkhead is anticipated to consist of buried steel I-beam piling supporting a concrete fascia. Barker Landscape Architects has teamed with Reid Middleton Inc. (civil and waterfront engineers), Landau Associates (geotechnical), SWCA (archaeological) and Bruce Myers artist. In coordination with Herrera Environmental Consultants (who are under a separate contract with the City) we will be preparing surveys, design plans, presentation graphics, permit applications and supporting documents for this design, which will be used to assemble permit applications, for review and approval by the City, and to advertise for construction of the project. This scope of work includes the following: Geotechnical and Cultural Resource Investigations. Assistance with application for City land use permits (e.g. design review,ADB,clearing and grading, right-of-way, stormwater) City of Edmonds pre -application meeting and Land Use Application Public and stakeholder meetings including public display Graphics April 18, 2017 1 of 13 BarkerLandscape Architects Packet Pg. 323 8.4.b Exhibit A SCOPE OF WORK Coordination with Architects for new Waterfront Center Coordination with Environmental Consultants for Permits Assistance with drawings for application for Federal and State land use permits (e.g. U SAC E/Ecology/WD FW/JARPA) and associated activities based on pre - application meetings and Land Use Application) Full Civil and Landscape Architectural design and construction specification writing services (25%/50%/90%/Final Bid Docs) Integrated public art elements to be compatible with existing Promenade Cost estimates for Civil and Landscape Architectural elements (25%/50%/90%/Final Bid Docs) Full Bidding support This scope of work does not include the following: Design of the Railroad Avenue streetscape or roadway improvements Building Utility design or coordination Permitting assistance and preparation of studies related to hazardous materials Informal coordination with local tribes outside of the pre -application meeting Permit Fees Construction support services Support during an appeal process for any project permits The following table outlines the work in this scone: Task Product Purpose Geotechnical Borings • basis for design and cost estimate Investigation Recommendations for foundation systems Cultural Resources Compile known Cultural Resources • basis for SEPA inventory Civil/Structural Design Foundation system design 0 basis for design and cost estimate Piling Plan Piling Cap detail walkway structural railing structural structural calculations April 18, 2017 2 of 13 BarkerLandscape Architects Packet Pg. 324 8.4.b Exhibit A SCOPE OF WORK Architectural, Walkway layout and grading basis for design, choices and cost estimates Hardscape and Stair layout and grading Landscape Design Ramp layout and grading Public Art components Landscape plans for restoration, softening and screening Artistic elements integrated throughout Based on the pre -application meeting with the US Army Corps of Engineers (USACE) that occurred on September 11, 2015, the team meeting on November 2, 2016, and an evaluation of City of Edmonds environmental permitting requirements, the following environmental permits and approvals are anticipated for the project. Our team will support Herrera's permit applications (Herrera is not included in this contract) by providing drawings, estimated materials quantities and schedules for these permit applications: IRegulatory Agency Permit Compliance Approvals US Army Corps of Clean Water Act Section 404 and Rivers and Harbors 0 Endangered Species Act Compliance (may Engineers (USACE) Act Section 10 -- Nationwide Permits affect, not likely to adversely affect determination) • Magnuson -Stevens Fishery Conservation and Management Act Compliance • National Historic Preservation Act Section 106 Compliance • Coastal Zone Management Act Consistency Certification Washington State Section 401 Water Quality Certification Department of Ecology Construction Stormwater General Permit (Ecology) Washington Department Hydraulic Project Approval (HPA) • State Environmental Policy Act (SEPA) of Fish and Wildlife Threshold Determination (WDFW) City of Edmonds (City) Shoreline Substantial Development Permit • SEPA Threshold Determination • Critical Areas Checklist and Review These environmental permits are anticipated based on the following assumptions. If the project does not continue to align with these assumptions, additional permits and approvals may be necessary, which are not included in this scope: All project elements will be permitted together as one Federal project with two separate phases for work that is vulnerable to appeal: Phase 1 includes redevelopment of the Senior Center, the parking lot, and bulkhead removal/beach restoration; Phase 2 includes the Ebb Tide Walkway. USACE will be the lead federal agency. Any intertidal eelgrass beds will not be impacted by project actions Proposed bulkhead/steps and stormwater outfall(s) will be located waterward of the mean higher high water (MHHW) elevation of Puget Sound. No excavation of hazardous materials will occur waterward of MHHW elevation. No excavation will occur in undisturbed native soil April 18, 2017 3 of 13 BarkerLandscape Architects Packet Pg. 325 8.4.b Exhibit A SCOPE OF WORK ' Project will comply with Washington Department of Natural Resources guidelines for pile removal. ' Excavation waterward of MHHW elevation will occur with equipment positioned on uplands. ' Construction staging will occur landward of MHHW elevation, with the exception of the Ebb Tide Walkway, which may be constructed by barge. ' Project will not result in a net increase of impervious surfaces. ' Project will comply with current Washington State Department of Ecology(Ecology) stormwater manual requirements. ' Project will be constructed on property owned or on an easement held by the City of Edmonds. ' Ebb Tide Walkway will be constructed landward of the MHHW elevation. ' Project will be permitted under a Section 404 Nationwide permit and will not require an individual permit. ' The project will not require an Individual Section 401 Water Quality Certification. ' The beach restoration element of the project will be mitigation for permanentimpacts associated with the Ebb Tide Walkway construction. No off -site mitigation will be required. ' Assistance with application for other City permits (e.g., clearing and grading, right-of-way, stormwater, and building permits) and associated activities (e.g., City of Edmonds pre -application meeting and Land Use Application) ' Permitting assistance or preparation of studies related to cultural resources or hazardous materials ' Project design services Permit Roadmap The new SMP is back with Ecology for comment and Kernen anticipates a decision around May 1, 2017 followed by the City adopting the ordinance and integrating it into code around June 1. Of course, all of this is subject to change and would likely fall in the "later" rather than "sooner" timeframe. The project will require a Land Use Application for a Conditional Use Permit (for the building — review under the Architectural design board) and a Shoreline Permit (triggers the Critical Areas Report and SEPA checklist). We cannot apply for these permits until the new SMP has been adopted and we have a decision on the location of the walkway. Therefore, I'm aiming to have the SEPA Environmental Checklist, Critical Areas Report, Biological Evaluation, and JARPA ready to go June 1, with City review of draft documents in mid -May. City review of the permit applications would be 3-4 months, if all goes smoothly with public comments. The JARPA, Biological Evaluation, and Critical Areas Report should be submitted to the Corps around the same June 1 timeframe. 50 percent design plans in Corps format will accompany the JARPA. Application April 18, 2017 4 of 13 BarkerLandscape Architects Packet Pg. 326 8.4.b Exhibit A SCOPE OF WORK review and permit issuance could take 6-12 months. If the walkway remains on the beach, it should be constructed on piers/piles to simplify Corps/WDFW permitting. The HPA application requires a SEPA determination (part of the Land Use/Shoreline permit). HPAs are typically issued in 45 days. PROPOSED NEAR -TERM 2017-2018 SCHEDULE Mid -Ma y — Submit draft Critical Areas Report, SEPA Environmental Checklist, JARPA, and Biological Evaluation for team/City review Mid -May — Pre -application meeting with City, Corps, WDFW if walkway located on the beach June 1 (adoption of SMP) — Submit Land Use Application, Critical Areas Report, Shoreline Permit Application, SEPA Environmental Checklist to City; JARPA, Biological Evaluation, and Critical Areas Report to Corps October — Shoreline Permit, Conditional Permit, SEPA determination issued from City; HPA application to WDFW submitted December — HPA issued December (2017) to June (2018) — Corps permit issued Overview of Project Tasks: Barker's scope of work includes a discussion of the activities, assumptions, and deliverables associated with the following tasks that Barker will perform on the project: Task A: Scoping, Baseline Investigations & 25% Preliminary Design Task B: 50% Design Development and Permit Submittal Task C: 90% Construction Documents Task D: Final Bid Documents Task A — Scoping, Baseline Investigations and 25% Preliminary Design Barker and the Team will develop a permitting plan in the form of a matrix that will serve as a permitting "road map" for the project. The matrix will identify applicable required federal, state, and City permits/approvals required for the project. For each permit/approval identified, the plan will identify the regulatory agency and contact information; jurisdiction/trigger; submittal information and required supporting materials; permit review timelines; fees; and comments specific to project elements. In addition, this task will entail assessing applicability of streamlined permitting mechanisms, potential mitigation requirements, and related support for navigating the permitting process. Under a separate contract, Herrera will coordinate with USACE, WDFW, the Tulalip Tribe, and the City's Development Services Department as necessary to develop the permitting plan. Barker and Team will prepare for and participate in meetings with the project team to discuss project plans, design development, schedule, necessary permits, and permit submittal requirements. Herrera will prepare for and participate in a pre -application meeting with representatives from USACE, WDFW, the Tulalip Tribe, and the project team to discuss the permitting plan, permit submittal requirements and schedule, and proposed mitigation strategy. Herrera will coordinate with the project team to prepare coordination/support materials for the pre -application meeting, including drawings, evaluation documents, calculations, or other materials, as requested by the City project manager. Meeting notes will be prepared by the Team following April 18, 2017 5 of 13 BarkerLandscape Architects Packet Pg. 327 8.4.b Exhibit A SCOPE OF WORK all meetings. This scope does not include frontage or building utility design work. Reid Middleton will finalize the Coastal Engineering Report to address wave and tidal forces, Landau will compile geotechnical boring and subsurface conditions reports from existing and new data, SWCA will do baseline Cultural/archaeological research, and work with the team and Herrera to contribute to the SEPA Environmental Checklist. This baseline information will contribute to appropriate design plans and permit applications. Landau Associates (LAI) will review previously collected geotechnical data in the vicinity of the proposed project and complete two borings at the site in order to characterize the soil and groundwater conditions. One boring will be located within the portion of the existing parking area and waterfront walkway that is located within the fill area supported by the older bulkhead. The second boring will be located to the east of the first boring along the approximate alignment of the new bulkhead. The proposed borings will each be advanced to a depth of about 35 ft below existing site grades, or until practical refusal. Access to the site is somewhat limited due to parking use. We therefore propose that Barker Landscape Architects or the City temporarily restrict parking access in the boring areas when we plan to drill. Care will be exercised to limit surface disturbance during drilling and backfilling of the exploratory borings; however, some disturbance to the existing pavement is inevitable and our services do not include landscaping or extensive pavement restoration other than patching the boreholes with lean mix concrete. The explorations will be coordinated and monitored by a LAI representative. The explorations will be located in the field by reference to available site features. To avoid buried utilities, we will coordinate with the City for any know information about existing site utilities, contact the one -call utility locating service, and hire a private utility locating service to check for potential conflicts with underground utilities prior to performing field activities. Representative soil samples will be obtained from the explorations at selected intervals and transported to our geotechnical testing laboratory for further examination and testing. Soil samples obtained from the explorations will be held in our laboratory for 30 days after submittal of the final report. After that date, the soil samples will be disposed of unless arrangements are made to retain them. Geotechnical laboratory testing will be completed on representative soil samples obtained from the explorations, and is planned to consist of visual classifications, natural moisture content determinations, and grain size classifications and hydrometer analyses on up to 2 samples. Engineering analyses and reporting by Landau Associates will include review of the information collected during their subsurface explorations and site reconnaissance and conduct geotechnical engineering analyses in order to develop geotechnical conclusions and recommendations to support the design of certain proposed project features. The results of the field explorations, laboratory testing, engineering analyses, and geotechnical engineering conclusions and recommendations will be summarized in a draft written report. Upon receipt of review comments from Barker Landscape Architects and the City, Landau Associates will address the comments and submit a signed and sealed geotechnical report. The geotechnical report will include: A site plan showing pertinent existing site features and the approximate location of the borings completed for this project, as well as readily available previous explorations in the vicinity of the project by LAI and others. Descriptive logs of the subsurface explorations and the results of the geotechnical laboratory testing program. A summary of surface and subsurface soil and groundwater conditions observed during our field exploration program. Estimate groundwater flow April 18, 2017 6 of 13 BarkerLandscape Architects Packet Pg. 328 8.4.b Exhibit A SCOPE OF WORK rate, in the event that dewatering is required during construction. This information will need to be part of the bid package, so Contractors can estimate the type and cost of an adequate dewatering system. ' A summary of what possible contamination might be expected, or possible buried objects like logs or debris from waterfront uses prior to the senior center. ' A phase one environmental assessment will be done as part of this scope. ' Additional borings shall be done to reduce unwanted surprises during construction. The testing shall include shallower, and more test pits that was originally proposed. Included is the lab/testing work involved in determining if there is soil contamination. Also it will include a test pit, or drilling, near where the bioswale is shown on the plans. ' An evaluation of the feasibility of the proposed project with respect to geotechnical considerations. ' Recommendations for site preparation and earthwork, including reuse of site soil, and criteria for selection, placement, and compaction of structural fill. ' Recommended temporary and permanent excavation slopes. ' An estimation, based on our proposed borings, of the thickness of fill to be encountered in the area of the existing older bulkhead to be removed. ' Seismic design criteria. ' Recommendations for lateral earth pressures (presented in terms of equivalent fluid pressures) for the pile supported bulkhead under static and dynamic loading conditions for use in design of the bulkhead. ' Recommendations for shallow foundation support of the smaller project features such as stair structures and seat wall, including subgrade preparation, allowable soil bearing pressure, estimates of settlement, and soil parameters for lateral load resistance. ' An assessment of the feasibility of infiltrating stormwater in the raingarden areas. Estimates of infiltration rates will be based on grain size analyses. ' Recommendations for geotechnical monitoring and consultation during construction. Preliminary Architectural and Engineering design is the focus of this Task, and the team will develop concepts to present to the City and Stakeholders to get input and make revisions as needed. This will include plans, 3D computer models, sections, details, and illustrations to convey the character and form, elevation and size of the components making up the walkway. Transitions to the existing promenades and seawalls, the new Waterfront Center, parking plaza and restoration areas, and in all compass directions will be developed. Assumptions ' Barker will review a draft permit matrix and roadmap prepared by Herrera and comment by the project team and Herrera will respond to one consolidated set of comments and finalize the permit matrix. April 18, 2017 7 of 13 BarkerLandscape Architects Packet Pg. 329 8.4.b Exhibit A Deliverables SCOPE OF WORK ' Evaluation under the National Environmental Policy Act (NEPA) will not be triggered. ' The project will be evaluated under the City's proposed Shoreline Master Plan update and Critical Areas Ordinance update. ' The project will be evaluated using the proposed updates to the USACE Seattle District's 2017 Nationwide permits (Special Public Notice dated June 20, 2016, as revised). ' Barker and Team will prepare for and participate in up to five (5) one -hour conference calls with the project team and provide meeting notes after each meeting. ' Herrera under a separate contract will make all necessary arrangements for the on -site pre -application meeting with USACE, WDFW, Tulalip Tribes, and project team members. Herrera will prepare a meeting agenda. Barker team members of will provide design drawings and calculations, and review as relevant to support the discussion in this meeting. ' The pre -application meeting is assumed to be up to 2 hours in length and will be held at the project site; travel time to the meeting is assumed to be 30 minutes each way from Barker's offices. Reimbursable rate is $.0535/mile, per US General Services Administration. ' The pre -application meeting will be attended by Barker and Reid Middleton ' Barker and Team will submit monthly invoices in a format approved by City. ' Preliminary Waterfront Center Site Plan ' Preliminary Demolition/TESC Plan ' Preliminary Promenade Walkway Layout Plan ' Preliminary Waterfront Center Restoration Plan ' 3D computer model simulating preferred layout plan ' Final Coastal Engineering Report ' Geotechnical Report ' Archaeological Research Report ' Preliminary Promenade Architectural and Landscape Design ' Preliminary Bulkhead Engineering Plan ' Preliminary Stair Engineering Plan ' Preliminary Beach Material Engineering Plan ' Preliminary Grading and Paving Plan ' Preliminary Stormwater Plan April 18, 2017 8 of 13 BarkerLandscape Architects Packet Pg. 330 8.4.b Exhibit A SCOPE OF WORK ' Preliminary Water and Sewer Plan, not included ' Permit Plan coordinated with Herrera ' Pre -Application Meeting agenda and notes ' Preliminary Probable Cost of Construction Estimate in accordance with the City's estimating policy. ' Project Schedule Task B — 50% Design Development Barker and Team will develop schematic plans that are based on city and stakeholder input from task A review. The Team will prepare for and participate in meetings with the City and Stakeholders to discuss project plans, which will include 50% level Cover, TESC plans, grading and drainage at the transitions north and south of the EbbTide, Pile and Superstructure Plans and Details, Layout plans, Site Sections, Walkway and Stair design details. The team will also produce 50% level Edmonds/CSI format specifications, and Cost Estimates. The 50% design models, plans, details, projected costs and project schedule will be presented to the City Team and Architectural Design Board. Assumptions Deliverables ' Barker Landscape Architects and Team will use input from Task A to finalize the preferred alternative layout to develop full package of 50% complete drawings and specifications. ' The drawing submittal will be prepared using ACAD 2014 and will include a cover sheet, ' TESC/demolition/grading/drainage/layout/landscape, civil and structural plans ' The team meetings are assumed to be up to 2 hours in length and will be held at the project site or nearby; travel time to the meeting is assumed to be 30 minutes each way from Barker and Team member offices. Reimbursable rate is $.0535/mile, per US General Services Administration. ' These drawings will be formatted for permit applications, and submitted to the agencies once they have been approved by the Client. ' The team meetings will be attended by two Barker and two Reid Middleton staff. ' Barker and Team will submit monthly invoices in a format approved by City. ' Review of HPA Permit, Ecology Permit, and Critical Areas Report ' 50% Waterfront Center Site Plan ' 50% Demolition/TESC Plan ' 50% Waterfront Center Restoration Plan ' 50% Promenade Walkway Layout Plan April 18, 2017 9 of 13 BarkerLandscape Architects Packet Pg. 331 8.4.b Exhibit A SCOPE OF WORK ' 3D computer model simulating preferred layout plan ' 50% Bulkhead Engineering Plan ' 50% Stair Engineering Plan ' 50% Beach Material Plan ' 50% Grading and Paving Plan ' 50% Stormwater Plan & Report ' 50% Landscape Plan ' 50% Water and Sewer Plan, not included ' Waterfront Center Utilities and Road Frontage Plan not included ' Permit Application supporting plans and material quantities ' Project Schedule ' 50% Plans, Sections and Materials List ' 50% Outline Specifications in Edmonds/CSI format ' 50% Probable Cost of Construction Estimates ' 50% Architectural Design Board Presentation materials ' Permit Applications, JARPA/Shoreline, USACE/Ecology/City drawing formats Task C — 90% Construction & Bid Documents Barker and Team will develop 90% construction plans that are based on city and stakeholder input from task C review. The Team will prepare for and participate in meetings with the City and Stakeholders to discuss project plans, which will include any revisions from City and Agency review, including 90% level Cover sheet, TESC/demolition plans, grading and drainage the restored beach, parking lot and plaza at the Waterfront Center, at the transitions north and south of the EbbTide, Pile and Superstructure Plans and Details for the walkway, Layout plans, Materials plans, Site Sections, Walkway and Stair design details. The team will also produce 90% level Project Bid Manual, CSI format specifications, and Probable Construction Cost Estimates. The 90% design models, plans, details, projected costs and project schedule will be available to be presented to the City Team and Architectural Design Board if necessary. This iteration of the drawings and details will be ready for submittal to the City for Clearing/Grading and Building Permits. At this point structural calculations and other permit submittal requirements will be prepared along with permit applications. The Team will prepare the documents for client approval, and submit the permits once approved. The City will pay any and all permit application and review fees. Assumptions ' Barker Landscape Architects and Team will use input from Task C to develop full package of 90% complete construction drawings and specifications. ' The drawing submittal will be prepared using ACAD 2014 and will include a cover sheet, TESC/demolition/grading/drainage/layout/landscape, civil and April 18, 2017 10 of 13 BarkerLandscape Architects Packet Pg. 332 8.4.b Exhibit A Deliverables SCOPE OF WORK structural plans ' Coordination with all permit agencies will be done during this phase as necessary to keep the permit process moving as smoothly as possible. Design clarifications and/or modifications may be requested by these agencies, and these will be discussed with the City to determine any necessary actions. ' The team meetings are assumed to be up to 2 hours in length and will be held at the project site or nearby; travel time to the meeting is assumed to be 30 minutes each way from Barker and Team member offices. Reimbursable rate is $.0535/mile, per US General Services Administration. ' The team meetings will be attended by two Barker, and one Reid Middleton staff members. ' Coordination with utility companies to ensure all utilities within the project limits have been identified and are shown on the plans, not included. ' City standard details will be incorporated into the plan set. ' Multiple bid schedules may be required to accommodate available funding sources. ' All bid schedules will include enough bid items to breakdown the construction work to be performed by the contractor. The City will have the final approval on the type and quantity of bid items to be used in the contract. ' Quantity tabulations shall be prepared for each bid item and submitted to City for review. ' The drainage design will comply with the Edmonds Community Development Code (ECDC) Chapter 18.30 and the stormwater addendum. ' Maximum Extent Feasible documents for sidewalk designs that can't meet ADA requirements, not included ' Barker and Team will submit monthly invoices in a format approved by City. ' Revised drawings based on City, Stakeholder, Agency Input as necessary ' 90% Plans, Sections and Details (see detailed list, subject to change) ' 90% Draft Project Bid Manual in Edmonds format with WSDOT/APWA Division 1 General Requirements and special provisions ' 90% Project Construction Specifications in Edmonds/CSI format ' 90% Probable Cost of Construction Estimates in accordance with the City's estimating policy ' 90% Architectural Design Board Presentation materials ' Clearing/Grading/Building/Stormwater Permit Submittal ' Revised Permit Applications, JARPA/Shoreline, USACE/Ecology, City formats April 18, 2017 11 of 13 BarkerLandscape Architects Packet Pg. 333 8.4.b Exhibit A SCOPE OF WORK Final Stormwater Report Project Schedule (updated monthly) Task D — Final Bid Documents Barker and Team will develop Final Project Bid Manual and Construction plans that are based on city and stakeholder input from task D review. The Team will prepare for and participate in meetings with the City and Stakeholders to discuss project plans, which will include any revisions from City and Agency review, including the Final Cover sheet, TESC/demolition plans, grading and drainage at the transitions north and south of the EbbTide, Pile and Superstructure Plans and Details for the walkway, Layout plans, Materials plans, Site Sections, Walkway and Stair design details. The team will also produce the Final Project Bid Manual, CSI format specifications, and Probable Construction Cost Estimates. The Final design models, plans, details, projected costs and project schedule will be available to be presented to the City Team and Architectural Design Board if necessary. The Team will also follow up with all permit agencies to ensure that permits are issued, and any changes required by the permits are incorporated into the bid documents. Any final fees required to issue permits will be paid by the City. Assumptions Deliverables Barker Landscape Architects and Team will use input from Task D to develop full package of final complete construction drawings and specifications. The drawing submittal will be prepared using ACAD 2014 and will include a cover sheet, TESC/demolition/grading/drainage/layout/landscape, civil and structural plans, and all necessary details and permit requirements. Coordination with all permit agencies will be done during this phase as necessary to get the permits issued for construction. The team meetings are assumed to be up to 2 hours in length and will be held at the project site or nearby; travel time to the meeting is assumed to be 30 minutes each way from Barker and Team member offices. Reimbursable rate is $.0535/mile, per US General Services Administration. The team meetings will be attended by one Barker, and one Reid Middleton staff members. Maximum Extent Feasible documents for sidewalk designs that cannot meet ADA requirements, not included. Barker and Team will submit monthly invoices in a format approved by City. Final drawings based on City, Stakeholder, Agency Input as necessary Final Plans, Sections and Details including all permit revisions issued for construction. April 18, 2017 12 of 13 BarkerLandscape Architects Packet Pg. 334 8.4.b Exhibit A SCOPE OF WORK Final Maximum Extent Feasible (MEF) documentation Final Project Bid Manual in Edmonds/CSI format Final Project Construction Specifications in Edmonds/CSI format Updated Probable Cost of Construction Estimates Final Architectural Design Board Presentation materials Permits issued for construction: JARPA/Shoreline, USACE/Ecology, City grading and building permits. ASSISTANCE DURING BIDDING: Prepare addenda and respond to bidders questions relayed through the City. It is assumed that Barker will prepare three (3) addenda, unless additional addenda are necessary to correct errors or omissions by Barker and/or Team in the design plans or specifications. April 18, 2017 13 of 13 BarkerLandscape Architects Packet Pg. 335 8.4.c Exhibit B.1 City of Edmonds Design Services for Edmonds Waterfront Redevelopment 2017 Scope of Work for Carrie Hite, Parks Recreation & Cultural Services Director Scope of work and Fee Proposal prepared by Barker Landscape Architects 3002 NW 68th Street, Seattle, Washington 98117 (206) 783-2870 fax (206) 783-3212 John@barkeda.com Assumptions: Landscape Architectural, Engineedng services for full design, permitting services for the Ebb Tide and new Waterfront Center shoreline promenade development and restoration. At each submittal, City will have 3 weeks to review and respond. City is responsible for easements, any legal fees, dedication legal documents, and legal support. Not Included: Permit submittal fees, Construction administration Timeline March 2017-January 2018 (may extend further into 2018 depending on permit process) Overwater Walkway @ Ebb Tide E D BARKER LANDSCAPE 4'"5 ARCHITECTS, P.S. A 3002 NW 68th St USeattle, WA98117 206-783-2870 'rc. 18y0 Last updated: 4.20.17 Percentage of Overall Project Budget: 29% Barker Landscape Architects �d/eton Landau SWCA Myers .06- JB NM PUFF Breakdown of work by personnel in hours target dates Land. Arch. Land. Arch. Land. Designer Shoreline Eng. Geotech Archaeology Art Subtotal A. Scoping, Baseline Investigations, and 25%Preliminary Design $106 8100 Ebb Tide Project scoping Winter/Spring 201 i 30 20 1,493.5 Permit Roadmap plan and coordination w/Team during 25% Design Spring 2017 8 8 8 $661.2 (1) Kickoff and (1) Team Site Visit Spring 2017 4 4 4 $787 $1,117.1 (1) Internal Team Coordination Meetings Spring 2017 3 3 3 $248.0 (1) EWC Team Coordination Meetings Spring 2017 3 3 3 $248.0 Background Review Spring 2017 2 4 4 $1,309 $1,578.7 (3) City Meetings Spring 2017 6 6 6 $803 $1,298.9 (2) Stakeholder meetings Spring 2017 4 6 6 $528 $963.0 Geotechnical Investigation Spring 2017 1 1 1 $6,078 $1,501 $7,864.0 Biological Evaluation review Spring 2017 2 3 3 $217.5 SEPA Environmental Checklist review Spring 2017 2 2 2 $165.3 Prelim Overwater Walkway Engineering Spring 2017 $7,212 $7,211.6 Overwater Walkway Architectural and Landscape Design Spring 2017 8 20 20 $2,000 $6,440.0 25% Cost Estimate Spring 2017 4 4 6 $377.0 Project Management, Meeting notes, QA/QC,Accounting and Office Support Spring 2017 12 10 8 $1,353 $2,194.0 Update project schedule Spring 2017 1 3 1 $140.7 subtotal 90 97 75 subtotal $10,648 $11,991 $6,078 $1,501 $2,000 $32,218 B. 50%, Design Development Barker Landscape Architects Reid Middleton Landau SWCA Myers Ebb Tide Project phone conferences / coordination w/ Team during Summer 2017 3 4 6 $346.6 Pre -application meetings, coordination w/ agencies in preparation for Fed. State, and City permitting Summer 2017 4 4 $275 $512.8 (2) Team Site Visits Summer 2017 6 6 6 $495.9 (2) Internal Team Coordination Meetings Summer 2017 4 6 6 $435.0 (2) EWC Team Coordination Meetings Summer 2017 4 4 4 $330.6 Coordination meetings with Permitting Agencies Summer 2017 8 16 8 $893.2 Technical Description permits and responses to tech. questions Summer 2017 2 4 $814 $1,424.0 Update task list to respond to project permit requirements gathered during 25% design Summer 2017 8 $232.0 Design Revisions Summer 2017 8 12 4 $684.4 Updated 3D model and Simulations Summer 2017 1 10 18 $738.1 Stakeholder engagement Summer 2017 4 4 12 $516.2 50% Engineering Drawings Summer 2017 $10,160 $10,160.0 Site Plan Engineering Summer 2017 $1,540 $500 $2,040.0 Demolition Engineering Summer 2017 $589 $588.5 Overwater Walkway Engineering Pile Plan Summer 2017 $6,391 $6,391.0 Overwater Superstructure Engineering Plan and Details Summer 2017 $7,799 $7,799.0 Engineering for Railings Summer 2017 $1,474 $1,474.0 Engineering for Decking and Finishes Summer 2017 $1,738 $1,738.0 Engineering for Transition modifications Summer 2017 $5,742 $500 $6,242.0 50% Cover Sheet (1 sheet) Summer 2017 1 2 6 $227.7 50% TESC / Demo Plan (2 sheets) Summer 2017 1 2 4 $181.3 50% Grading & Drainage Plans (1 sheet) Summer 2017 2 2 12 $397.3 50% Utility Plans (1 sheet) Summer 2017 2 2 12 $397.3 50% Layout plans (1 sheet) Summer 2017 4 10 12 $690.2 50% Ebb Tide walkway, railing, artistic and stair design details (1 sheet) Summer 2017 4 8 18 $500 $3,160.0 50% Transition plans, Beach, Boulders, Material, Soils and Landscape plan (1 sheet) Summer 2017 8 16 24 $4,360.0 50% Decking and Finishes (1 sheet) Summer 2017 4 4 10 $1,620.0 50% Landscape/Irrigation plan and details (1 sheet) Summer 2017 1 2 8 $274.1 Review of 50% Set Summer 2017 4 12 $469.8 50% Modified CSI format outline specifications Summer 2017 20 5 16 $3,454 $4,579.2 50% Cost Estimate Summer 2017 12 6 11 $902 $1,696.6 JARPA 1 Shoreline Permit submittal drawings (Barker RM CAD work only - not included in Herrera scope) Summer 2017 10 14 70 $8,050.0 50% Architectural Design Review Document & Presention Summer 2017 8 10 20 $997.6 QA/QC Review of 50% Set Summer 2017 12 23 6 $1,337 $2,508.1 Submit Permit Applications Summer 2017 12 2 16 $794.6 subtotal 149 198 309 subtotal $29,731 $42,214 $0 $0 $1,500 D. 90% Construction Documents Barker Landscape Architects Reid Middleton Landau SWCA Myers E Project phone conferences / coordination w/Team during 90% Design Fall 2017 5 12 8 685.9 V Team Site Visits Fall 2017 6 6 6 $495.9 Team Coordination Meetings Fall 2017 6 6 6 $495.9 Q Coordination meetings with Permitting Agencies Fall 2017 2 6 $234.9 Revised task list to respond to project permit requirements gathered during 60% design Fall 2017 2 8 $292.9 Design Revisions Fall 2017 6 8 16 $785.9 Site Plan Engineering Fall 2017 2 2 10 $275 $1,485 Demolition Engineering Fall 2017 $275 $275 Overwater Walkway Engineering Pile Plan Fall 2017 $1,848 $1,848 Overwater Superstructure Plan & Details Fall 2017 $5,973 $5,973 Engineering for Railing Fall 2017 $1,177 $1,177 Engineering for Decking and Finishes Fall 2017 $1,386 $1,386 Engineering for Transition Modifications Fall 2017 $3,476 $3,476 90% Engineering Drawings Fall 2017 1 4 2 $8,393 $8,585.9 90% Design Fall 2017 1 4 2 $192.9 90% Cover sheet/Site Plan (2 sheets) Fall 2017 1 1 2 $365 90% TESC / Demo Plans (2 sheets) Fall 2017 1 1 16 $430.7 90% Pile Plan (1 sheet) Fall 2017 1 1 3 $445 90% Superstructure Plan and Details (2 sheets) Fall 2017 2 4 8 $1,250 90% Railing, including artistic and structural elements (1 sheet) Fall 2017 6 4 16 $1,000 $3,310 90% Decking and Finishes (1 sheet) Fall 2017 4 4 16 $500 $2,600 90% Civil and Structural plans and details (2 sheets) Fall 2017 2 4 6 $316.1 90% Landscape/Irrigation plans and details (4 sheet) Fall 2017 3 12 32 $1,181.8 90% cost estimate Fall 2017 4 4 6 $902 $1,279.0 QA/QC Review of 90% Set Fall 2017 8 23 6 $1,221 $2,270.8 Front End Specifications Fall 2017 20 15 6 $1,183.2 Develop specifications and bid manual - 90% Modified CSI Specifications Fall 2017 22 3 10 $3,245 $4,233.9 Packet Pg. 336 8.4.c Exhibit B.1 Building Permit submittal Fall 2017 3 8 25 $3,115 Clear and Grade Permit submittal Fall 2017 3 8 25 $903.4 Utility / Stormwater Permit submittal Fall 2017 2 8 25 $872.9 subtotal 113 156 252 subtotal $21,476 $28,171 $0 $0 $1,500 $51,147 E. Final Bid Documents & Biddina Barker Landscape Architects Reid Middleton Landau SWCA Myers Ebb Tide Final Design Winter 2017 12 20 $945.4 Team Coordination Meetings Winter 2017 4 4 4 $330.6 Site Plan Engineering Winter 2017 $275 $275.0 Demolition Engineering Winter 2017 $275 $275.0 Overwater Walkway Engineering Pile Plan Winter 2017 $352 $352.0 Ovenvater Superstructure Plan & Details Winter 2017 $1,177 $1,177.0 Railing Winter 2017 $352 $352.0 Decking and Finishes Winter 2017 $825 $825.0 Transition Modifications Winter 2017 $1,738 $1,738.0 Final Drawings Winter 2017 12 18 24 $5,916 $7,360.0 Front End Specifications Winter 2017 18 4 8 $849.7 Technical Specidfications Winter 2017 18 4 4 $1,430 $2,186.9 100% Cost Estimate Winter 2017 12 2 12 $726 $1,427.8 Create multiple bid schedules to accommodate funding sources Spring 2018 6 12 12 $809.1 Prebid conference, clarifications Spring 2018 4 4 8 $184 $607.4 Out to bid, Bid Support, Answer bidders questions Spring 2018 8 12 14 $451 $1,367.4 Addenda (assume 3 unless our bid docs require more) Spring 2018 6 12 8 $866 $1,582.0 QA/QC Spring 2018 8 10 4 $1,485 $2,111.4 subtotal 100% construction documents & bidding 108 102 98 subtotal $8,520 $16,052 $0 $0 $0 $24,572 TOTAL - ALL DESIGN WORK 2% (below AIA std) for direct expenses for PROPOSED DESIGN CONTRACT AMOUNM etc. Barker Landscape Architects Team Lead / Landscape Architecture $70,375 Shoreline Eng. Geotech Archaeology $98,428 $6,078 $1,501 L Myers Art $5,000 $181,382 $3,628 $185,009 10% Management Reserve for unforeseen work $18,501 TOTAL PROPOSED DESIGN CONTRACT AMOUNT $203,510 C O E am 0 a� aD d Q' C O 4- 0 N O V d N C .N O L O r- 0 CU N •L O t r.+ 3 Q 00 r Packet Pg. 337 8.4.d Exhibit B.2 City of Edmonds BARKER Design Services for Edmonds Waterfront of E DAoM206-783-2870 LAB. PS. Parking Lot �� `�ARCHIT3002 NW ECTS, Redevelopment �� dh St Seattle, WA98117 2017 Scope of Work for Carrie Hite, Parks Recreation & Cultural Services Director Scope of work and Fee Proposal prepared by Barker Landscape Architects 3002 NW 68th Street, Seattle, Washington 98117 (206) 783-2870 fax (206) 783-3212 John@barkeda.com jno. 1890 Assumptions: Landscape Architectural, Engineering services for full design, permitting services for the Ebb Tide and new Waterfront Last updated: 4.20.17 Center shoreline promenade development and restoration. At each submittal, City will have 3 weeks to review and respond. City is responsible for easements, any legal fees, dedication legal documents, and legal support. Not Included., Permit submittal fees, Construction administration Timeline March 2017-January 2018 (may extend further into 2018 depending on permit process) Percentage of Overall Project Budget: 29% Barker Landscape Architects IM Middleton Landau SWCA Myers JB NM PC/TF Breakdown of work bypersonnel in hours target dates Land. Arch. Land. Arch. Land. Designer Shoreline Eng. Geotech Archaeology Art A. Scoping, Baseline Investigations, and 25% Preliminary Design $ - Project scoping Winter/Spring 201 i 30 20 1,493.5 Permit Roadmap plan and coordination w/Team during 25% Design Spring 2017 8 8 8 $661.2 (1) Kickoff and (1) Team Site Visit Spring 2017 4 4 4 $649 $979.6 (1) Internal Team Coordination Meetings Spring 2017 3 3 3 $248.0 (1) EWC Team Coordination Meetings Spring 2017 3 3 3 $248.0 Background Review Spring 2017 2 4 4 $347 $616.2 (3) City Meetings Spring 2017 6 6 6 $440 $935.9 (2) Stakeholder meetings Spring 2017 4 6 6 $435.0 Biological Evaluation review Spring 2017 2 3 3 $217.5 SEPA Environmental Checklist review Spring 2017 2 2 2 $165.3 Prelim Site Plan Coordination (BLAIRM) Spring 2017 2 6 8 $1,023 $2,473.0 Prelim Curb and Site Elements Spring 2017 1 3 5 $550 $1,355.0 Preliminary Grading and Paving Engineering Spring 2017 $2,240 $2,239.6 Preliminary Stormwater Engineering wl Barker Spring 2017 1 3 5 $1,965 $2,769.6 25% Cost Estimate Spring 2017 4 4 6 $825 $1,202.0 Project Management, Meeting notes, QA/QC,Accounting and Office Support Spring 2017 12 10 8 $759 $1,600.0 Update project schedule Spring 2017 1 3 1 $140.7 subtotal 85 88 72 subtotal $8,983 $8,797 $0 $0 $0 $17,780 B. 50% Design Development Barker Landscape Architects Reid Middleton Landau SWCA Myers Parking Lot Project phone conferences / coordination w/ Team during Summer 2017 3 4 6 $346.6 Pre -application meetings, coordination w/ agencies in preparation for Fed. State, and City permitting Summer 2017 4 4 $237.8 (2) Team Site Visits Summer 2017 6 6 6 $495.9 (2) Internal Team Coordination Meetings Summer 2017 4 6 6 $435.0 (2) EWC Team Coordination Meetings Summer 2017 4 4 4 $330.6 Coordination meetings with Permitting Agencies Summer 2017 8 16 8 $893.2 Technical Description permits and responses to tech. questions Summer 2017 2 4 $402 $578.4 Update task list to respond to project permit requirements gathered during 25% design Summer 2017 8 $232.0 Design Revisions Summer 2017 8 12 4 $684.4 Updated 3D model and Simulations Summer 2017 1 10 18 $738.1 Stakeholder engagement Summer 2017 4 4 12 $516.2 50% Engineering Design Summer 2017 1 1 4 7337 $7,489.3 Site Plan Engineering Summer 2017 2 2 10 539 $889.9 Demolition Engineering Summer 2017 275 $275.0 Engineering for Paving, striping Summer 2017 1584 $1,584.0 Grading & Stormwater Engineering incl. Report Summer 2017 5918 $5,918.0 Engineering for Curbing and Sidewalk Summer 2017 1034 $1,034.0 50% Cover Sheet (1 sheet) Summer 2017 1 2 6 $227.7 50% TESC / Demo Plan (2 sheets) Summer 2017 1 2 4 $181.3 50% Grading & Drainage Plans (1 sheet) Summer 2017 2 2 12 $397.3 50% Utility Plans (1 sheet) Summer 2017 2 2 12 $397.3 50% Layout plans (1 sheet) Summer 2017 4 10 12 $690.2 50% Site Sections (1 sheet) Summer 2017 4 8 12 $632.2 50% Paving and Striping Plan (1 sheet) Summer 2017 4 8 12 $632.2 50% Paving and Striping Plan (1 sheet) Summer 2017 2 8 8 $1,650.0 50% Landscapelirrigation plan and details (1 sheet) Summer 2017 1 2 8 $945.0 Review of 50% Set Summer 2017 4 12 $469.8 50% Modified CSI format outline specifications Summer 2017 20 5 16 1837 $2,962.2 50% Cost Estimate Summer 2017 12 6 11 825 $1,619.6 JARPA / Shoreline Permit submittal drawings (Barker RM CAD work only - not included in Herrera scope) Summer 2017 10 14 70 $2,334.5 50% Architectural Design Review Document & Presention Summer 2017 8 10 20 $997.6 QA/QC Review of 50% Set Summer 2017 12 23 6 1177 $2,348.6 Submit Permit Applications Summer 2017 12 2 16 $794.6 subtotal 146 197 303 subtotal $19,031 $20,928 $0 $0 $0 $39,958 D. 90% Construction Documents Barker Landscape Architects Reid Middleton Landau SWCA Myers Parking Lot - Project phone conferences / coordination w/Team during 90% Design Fall 2017 5 12 8 685.9 Team Site Visits Fall 2017 6 6 6 $495.9 Team Coordination Meetings Fall 2017 6 6 6 $495.9 Coordination meetings with Permitting Agencies Fall 2017 2 6 $234.9 Revised task list to respond to project permit requirements gathered during 60% design Fall 2017 2 8 $292.9 Design Revisions Fall 2017 6 8 16 $785.9 90% Engineering Design Fall 2017 1 4 2 $6,853 $7,045.9 Site Plan Engineering Fall 2017 $622 $621.5 Demolition Engineering Fall 2017 $275 $275.0 Engineering for Paving, striping Fall 2017 $1,089 $1,089.0 Grading & Stormwater Engineering Fall 2017 $1,848 $1,848.0 Engineering for Curbing and Sidewalk Fall 2017 $1,309 $1,309.0 90% Cover sheet/Site Plan (2 sheets) Fall 2017 1 1 2 $105.9 90% TESC / Demo Plans (2 sheets) Fall 2017 1 1 16 $430.7 90% Civil and Structural plans and details (2 sheets) Fall 2017 2 4 6 $316.1 90% Landscape/Irrigation plans and details (4 sheet) Fall 2017 3 12 32 $1,181.8 90% cost estimate Fall 2017 4 4 6 $550 $927.0 QA/QC Review of 90% Set Fall 2017 8 23 6 $913 $1,962.8 Front End Specifications Fall 2017 20 15 6 $1,183.2 Develop specifications and bid manual - 90% Modified CSI Specifications Fall 2017 22 3 10 $1,353 $2,341.9 Building Permit submittal Fall 2017 3 8 25 $903.4 Clear and Grade Permit submittal Fall 2017 3 8 25 $903.4 Utility I Stormwater Permit submittal Fall 2017 2 8 25 $872.9 subtotal 97 137 197 subtotal $11,497 $14,812 so $0 $0 $26,309 Packet Pg. 338 8.4.d Exhibit B.2 E. Final Bid Documents & Biddina Barker Landscape Architects WReid Middleton Landau SWCA Myers Parking Lot a Final Design Winter 2017 12 20 $945.4 Team Coordination Meetings Winter 2017 4 4 4 $330.6 Site Plan Engineering Winter 2017 $138 $137.5 Demolition Engineering Winter 2017 $138 $137.5 Engineering for Paving, striping Winter 2017 $1,023 $1,023.0 Grading & Stormwater Engineering Winter 2017 $1,298 $1,298.0 Engineering for Curbing & Sidewalk Winter 2017 $275 $275.0 Final Drawings Winter 2017 12 18 24 $4,167 $5,611.0 Front End Specifications Winter 2017 18 4 8 $849.7 Technical Specidfications Winter 2017 18 4 4 $539 $1,295.9 100% Cost Estimate Winter 2017 12 2 12 $550 $1,251.8 Create multiple bid schedules to accommodate funding sources Spring 2018 6 12 12 $809.1 Prebid conference, clarifications Spring 2018 4 4 8 $175 $598.3 Out to bid, Bid Support, Answer bidders questions Spring 2018 8 12 14 $484 $1,400.4 Addenda (assume 3 unless our bid docs require more) Spring 2018 6 12 8 $629 $1,345.5 QA/QC Spring 2018 8 10 4 $1,441 $2,067A subtotal 100% construction documents & bidding 108 102 98 subtotal $8,520 $10,856 $0 $0 $0 $19,376J TOTAL - ALL DESIGN WORK Barker Landscape Architects Reid Middleton Landau SWCA Myers Team Lead/ Landscape Architecture Shoreline Eng. Geotech Archaeology Art $48,031 $55,392 $0 $0 $0 $103,423 $2,068 $105,491 a $10,549 0 a� $116,040 O L L O c,> 50 11 00 r N m r t X W O N r O J O> C Y L Q O /0 v! O E W a J Cal Packet Pg. 339 8.4.e Exhibit B.3 City of Edmonds OV E D BARKER Design Services for Edmonds Waterfront Redevelopment Waterfront & Bulkhead �� LANDSCAPE NW t 3002IV1N 68th St U~ d - Seattle, WA 98117 206-783-2970 2017 Scope of Work for Carrie Hite, Parks Recreation & Cultural Services Director boll Scope of work and Fee Proposal prepared by Barker Landscape Architects 3002 NW 68th Street, Seattle, Washington 98117 (206) 783-2870 fax (206) 783-3212 john@barkeda.com yq c Assumptions: Landscape Architectural, Engineering services for full design, permitting services for the Ebb Tide and new Waterfront Center shoreline Last updated: 4.20.17 promenade development and restoration. At each submittal, City will have 3 weeks to review and respond. City is responsible for easements, any legal fees, dedication legal documents, and legal support. Not Included: Permit submittal fees, Construction administration Timeline March 2017,/anuary 2018 (may extend further into 2018 depending on permit process) Percentage of Overall Project Budget: Breakdown ofwork bypersonnel in hours A. Scoping, Baseline Investigations, and 25% Preliminary Design 26% target dates Barker Landscape Architects 11111hilglilliM. JB NM PGTF Land. Arch. Land. Arch. Land. Designer $105 $100 Landau SWCA Myers Shoreline Eng. Geotech Archaeology Art Subtotal Project scoping Winter/Spring 2017 30 20 Permit Roadmap plan and coordination w/Team during 25% Design Spring 2017 8 8 8 $592.8 (1) Kickoff and (1) Team Site Visit Spring 2017 4 4 4 $847 $1,143.4 (1) Internal Team Coordination Meetings Spring 2017 3 3 3 $222.3 (1) EWC Team Coordination Meetings Spring 2017 3 3 3 $222.3 Background Review Spring 2017 2 4 4 $1,309 $1,550.8 (3) City Meetings Spring 2017 6 6 6 $1,282 $1,726.1 (2) Stakeholder meetings Spring 2017 4 6 6 $390.0 Geotechnical Investigation Spring 2017 1 1 1 $41,690 $41,975.0 Biological Evaluation review Spring 2017 2 3 3 $195.0 SEPA Environmental Checklist review Spring 2017 2 2 2 $148.2 Final Coastal Engineering Report Spring 2017 1 1 1 $5,016 $5,301.0 Archaeological Research for SEPA Spring 2017 3 $10,044 $10,344 Preliminary Promenade Architectural and Landscape Design Spring 2017 12 20 30 $6,000 $11,660 Preliminary Bulkhead Engineering Spring 2017 $4,160 $4,160 Preliminary Stair Engineering Spring 2017 $3,104 $3,104 Preliminary Beach Material Engineering Spring 2017 $814 $814 Preliminary Grading and Paving Design Spring 2017 1 3 5 $805.0 25% Cost Estimate Spring 2017 2 8 $1,276 $1,538.6 Project Management, Meeting notes, QA/QC,Accounting and Office Support Spring 2017 12 10 8 $1,716 $2,470.0 Update project schedule Spring 2017 1 3 1 $126.1 94 108 85 subtotal $12,570 $19,524 $41,690 $10,044 $6,000 $89,828 B. 50% Design Development Barker Landscape Architects Landau SWCA Myers Waterfront Project phone conferences / coordination w/ Team during Summer 2017 3 4 6 $310.7 Pre -application meetings, coordination w/ agencies in preparation for Fed. State, and City permitting Summer 2017 4 4 $184 $396.9 (2) Team Site Visits Summer 2017 6 6 6 $444.6 (2) Internal Team Coordination Meetings Summer 2017 4 6 6 $390.0 (2) EWC Team Coordination Meetings Summer 2017 4 4 4 $296.4 Coordination meetings with Permitting Agencies Summer 2017 8 16 8 $800.8 Technical Description permits and responses to tech. questions Summer 2017 2 4 $814 $972.6 Update task list to respond to project permit requirements gathered during 25% design Summer 2017 8 $208.0 Design Revisions Summer 2017 8 12 4 $613.6 Updated 3D model and Simulations Summer 2017 1 10 18 $661.7 Stakeholder engagement Summer 2017 4 4 12 $462.8 50% Engineering Drawings Summer 2017 $9,097 Site Plan Engineering Summer 2017 2 2 10 $891 Demolition Engineering Summer 2017 $968 Walkway Bulkhead Engineering Summer 2017 $10,274 Stairs Engineering Summer2017 $3,806 Beach & Boulders Engineering Review Summer 2017 $814 50% Cover Sheet (1 sheet) Summer 2017 1 2 3 50% TESC / Demo Plan (2 sheets) Summer 2017 1 2 4 50% Grading & Drainage Plans (1 sheet) Summer 2017 2 2 12 50% Utility Plans (1 sheet) Summer 2017 2 2 12 50% Layout plans (1 sheet) Summer 2017 4 10 12 50% Site Sections (1 sheet) Summer 2017 4 8 12 50% Paving Plan (1 sheet) Summer 2017 4 8 12 50% Boulders, Material, Soils and Landscape plan (1 sheet) Summer 2017 2 6 12 50% Waterfront promenade, railing, stair design, and artistic details (2 sheet) Summer 2017 4 8 12 50% Landscape/Irrigation plan and details (2 sheets) Summer 2017 1 2 8 Review of 50% Set Summer 2017 4 8 WDFW HPA Permit Applications review Summer 2017 1 2 USACE and Ecology Permit Application review Summer 2017 2 2 2 Preconstruction Fish Forage Survey review Summer 2017 1 1 1 Critical Area Report review Summer 2017 1 1 1 50% Modified CSI format outline specifications Summer 2017 20 5 16 $3,432 50% Cost Estimate Summer 2017 12 6 11 $1,001 JARPA I Shoreline Permit submittal drawings (Barker RM CAD work only - not included in Herrera scope) Summer 2017 10 14 60 50% Architectural Design Review Document & Presention Summer 2017 8 10 20 QA/QC Review of 50% Set Summer 2017 12 23 6 $1,799 Submit Permit Applications Summer 2017 12 2 16 154 204 306 $500 $9,097.0 $1,205.6 $968.0 $10,274 $3,806 $814 $141.7 $162.5 $356.2 $356.2 $618.8 $566.8 $566.8 $1,770 $2,680 $945 $317.2 $305 $570 $285 $285 $4,440.8 $1,713.4 $7,250 $894.4 $2,848.9 $712.4 subtotal $25,930 $33,079 $0 $0 $500 $59,509 D. 90% Construction Documents Barker Landscape Architects Reid Middleton Landau SWCA Myers Waterfront Project phone conferences / coordination w/Team during 90% Design Fall 2017 5 12 8 614.9 Team Site Visits Fall 2017 6 6 6 $444.6 Team Coordination Meetings Fall 2017 6 6 6 $444.6 Coordination meetings with Permitting Agencies Fall 2017 2 6 $210.6 Revised task list to respond to project permit requirements gathered during 60% design Fall 2017 2 8 $262.6 Design Revisions Fall 2017 6 8 16 $704.6 Site Plan Engineering Fall 2017 $1,238 $1,237.5 Demolition Engineering Fall 2017 $765 $764.5 Walkway Bulkhead Engineering Fall 2017 $6,809 $6,809.0 Stairs Engineering Fall 2017 $4,279 $4,279.0 Beach & Boulders Review Fall 2017 $814 $814.0 90% Engineering Drawings Fall 2017 $7,198 $7,198.4 90% Cover sheet/Site Plan (2 sheets) Fall 2017 1 1 2 $365 90% TESC / Demo Plans (2 sheets) Fall 2017 1 1 16 $386.1 90% Pile Plan (1 sheet) Fall 2017 1 1 3 $445 90% Superstructure Plan and Details (2 sheets) Fall 2017 2 4 8 $1,250 90% Railing, including artistic and structural elements (1 sheet) Fall 2017 6 4 16 $1,000 $3,310 90% Decking and Finishes (1 sheet) Fall 2017 4 4 16 $500 $2,600 90% Civil and Structural plans and details (2 sheets) Fall 2017 2 4 6 $283.4 90% Landscape/Irrigation plans and details (4 sheet) Fall 2017 3 12 32 $1,059.5 90% Cost Estimate Fall 2017 4 4 6 $726 $1,064.0 QA/QC Review of 90% Set Fall 2017 8 23 6 $1,337 $2,277.7 Front End Specifications Fall 2017 20 15 6 $1,060.8 Packet Pg. 340 8.4.e Exhibit B.3 Develop specifications and bid manual - 90% Modified CSI Specifications Fall 2017 22 3 10 $2,552 $3,438.6 Building Permit submittal Fall 2017 3 8 25 $3,115 Clear and Grade Permit submittal Fall 2017 3 8 25 $809.9 Utility / Stormwater Permit submittal Fall 2017 2 8 25 $782.6 subtotal 109 146 238 subtotal $18,815 $25,717 $0 so $1,500 $46,032 E. Final Bid Documents & Biddina Barker Landscape Architects Landau SWCA Myers Waterfront Final Design Winter 2017 12 20 847.6 Team Coordination Meetings Winter 2017 4 4 4 $296.4 Site Plan Engineering Winter 2017 $275 $275.0 Demolition Engineering Winter 2017 $275 $275.0 Walkway Bulkhead Engineering Winter 2017 $3,025 $3,025.0 Stairs Engineering Winter 2017 $2,321 $2,321.0 Beach & Boulders Review Winter 2017 $275 $275.0 Final Drawings Winter 2017 12 18 24 $5,916 $7,210.6 Front End Specifications Winter 2017 18 4 8 $761.8 Technical Specidfications Winter 2017 18 4 4 $2,739 $3,417.6 100% Cost Estimate Winter 2017 12 2 12 $726 $1,355.2 Create multiple bid schedules to accommodate funding sources Spring 2018 6 12 12 $725.4 Prebid conference, clarifications Spring 2018 4 4 8 $255 $634.8 Out to bid, Bid Support, Answer bidders questions Spring 2018 8 12 14 $484 $1,305.6 Addenda (assume 3 unless our bid does require more) Spring 2018 6 12 8 $899 $1,540.9 QA/QC Spring 2018 8 10 4 $1,716 $2,277.6 subtotal 100% construction documents & bidding 108 102 98 subtotal $7,639 $18.906 $0 $0 $0 $26,545 Barker Landscape Architects iddleton Landau SWCA Myers Team Lead/Landscape Architecture Shoreline Eng. Geotech Archaeology Art TOTAL - ALL DESIGN WORK $64,954 $97,226 $41,690 $10,044 $8,000 $221,913 2% (below AA std) for direct expenses for printing, mileage, postage, etc. $4,438 PROPOSED DESIGN CONTRACT AMOUNT $226,351 10% Management Reserve for unforeseen work $22,635 TOTAL PROPOSED DESIGN CONTRACT AMOUNT $248,987 Packet Pg. 341 E>vsri+Tg Searrau Na Rernaan f•' .� - To BfaokeNr i — -t - -------- an rq — TO a8aacn __ i LTAJ-o Beach Runs' i Raf7ed PNar"Q Batl j 1 RC9EoralKln Area __-__.--_-__. Proposed sg[wpe g• _____ Proposed WNKway Load•UNoad Zone Proposed Edmonds Waterlront Center DAi UMS: rrwI ws( o.1W1 ww W)41 'VrcIL Caw: ruW ea BOCHMAFM Y-7. RESET WM. BFAM W1 K M"-&r S 0o'"EM 2r ON TOP tlF t,,C*etE r1VT ,jm GR1ARfrL'DW ATBd. ].s' WrK of IkIL NDRN COMER OF 4DgMC6 wTP.w< ''T'C' -'-.52 FEET Pr PrOMSed raiing Kayak Hand Lwrxh "Acusaible fide = Exisainp SoawaM lc LIMN of WOA EatNrg Walkway •, Proposed SNurn cl. !ram wkW on arc-, gardan. and Fan beach Propo,—d A--, 00 r a Packet Pg. 342 8.5 City Council Agenda Item Meeting Date: 04/25/2017 Report on construction bids received for the 2017 Waterline Replacement Project (10 minutes) Staff Lead: Rob English Department: Engineering Preparer: Megan Luttrell Background/History None. Staff Recommendation Staff will provide a recommendation at the City Council meeting. Narrative The project was advertised for construction bids in early April and the bid opening is schedule for April 25, 2017. Staff will provide the bid results and project budget at the Council meeting. Packet Pg. 343 8.6 City Council Agenda Item Meeting Date: 04/25/2017 Presentation of a Right of Way Dedication Deed from Edmonds School District for 236th St. at the Madrona School Property (10 minutes) Staff Lead: Rob English Department: Engineering Preparer: Megan Luttrell Background/History None. Staff Recommendation Forward this item to the May 2, 2017 consent agenda for approval. Narrative According to the Official Street Map, the desired right of way width for 236th St SW is 60 feet. The street map shows that a 30 ft. dedication of right of way is required from each side of the street to accomplish the goal of a 60 ft. right of way. Dedication requirements are addressed when a property redevelops. In this case, Edmonds School District will dedicate the necessary street right of way as part of the building permit process for the new Madrona School. The dedication will result in 664 linear feet (If) of a 30ft wide dedication along the north property line. The result of the dedication will be a 60ft right of way for the west 140 If of property frontage and a 30 ft. right of way for the remaining property frontage. Attachments: Right of Way Dedication ROW Dedication Detail Packet Pg. 344 8.6.a Return Address: City Clerk City of Edmonds 121 - 5th Ave. N. Edmonds, WA 98020 Grantor(s): Edmonds School District Grantee: City of Edmonds, Washington, a municipal corporation Property Address: 9521 240' Street SW, Edmonds, WA Abbreviated Legal: NE 1/4 OF THE SE 1/4, SECTION 36, TOWNSHIP 27 N, RANGE 3 E, W.M. Assessor's Property Tax Parcel No.: 27033600404600 RIGHT-OF-WAY DEDICATION DEED IN CONSIDERATION of benefits to accrue to the grantor(s) herein, the undersigned, EDMONDS SCHOOL DISTRICT, hereby grants to the CITY OF EDMONDS, a municipal corporation, and its assigns, a permanent public street/road/highway right-of-way easement, to be used for all lawful right-of-way purposes, surface and subsurface, including but not limited to street/road/highway right-of-way uses as well as sidewalks, plantings, right-of-way beautification improvements where deemed appropriate by the City, installation, operation and maintenance of utilities, stormwater and such other uses that municipalities may make of rights -of -way from time to time, now or in the future, for the use and benefit of the public, over, under, upon and across the hereinafter described lands, All such uses are unrestricted in location within the right-of-way and shall not be limited in any way whatsoever by the state of being, condition or location of the street. The City of Edmonds shall have the right to utilize such additional width as may be necessary temporarily for the placing of excavated materials thereon and for initial construction and maintenance operations. The City shall restore the disturbed property to equal or better condition. The easement hereby granted is located in the COUNTY OF SNOHOMISH, STATE OF WASHINGTON, and is more particularly described as the following property: The easement area is depicted in the drawing attached as Exhibit A. The undersigned hereby covenants that they are the owner of the above described property in fee simple; that the property is free of all liens and encumbrances, and that they have good and legal right to grant this deed. The undersigned also hereby requests the Assessor and Treasurer of said County to set -over to the remainder the lien of all unpaid taxes, if any, affecting the property hereby conveyed, as provided by RCW 84,60.070. It is understood and agreed that delivery of this Deed is hereby tendered and that the terms and obligations hereof shall not become binding upon the City of Edmonds unless and until accepted and approved hereon in writing for the City of Edmonds, by the Public Works Director. CITY OF EDMONDS: APPROVED AS TO FORM: Phil Williams, Public Works Director Office of the City Attorney Date DATED THIS DAY OF 2017 Stewart Mhyre Executive Director, Business and Operations Packet Pg. 345 8.6.a Page 2 RIGHT-OF-WAY DEDICATION DEED, Parcel 27033600404600 STATE OF WASHINGTON ) ) ss COUNTY OF SNOHOMISH ) On this day, before me, the under signed, a Notary Pubhc in and for the State of Washington, duly commissioned and sworn, personally appeared _�1 ..�.s r:Al2ih,, P to me knrnvn to be the official representative of Edmonds School Disiriet who executed the within and fo�ing. instrument and acknowledged the said instrument to be the free and voluntary act of said entity, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument. GIVEN UNDER MY HAND AND OFFICIAL SEAL TWS 3 0 DAY OF �� rX , 2017 NOTARY PUBLIC STATE OF WASHINQTON SANDRA L. TROKA My Appointment Expires JANUARY 28, 2020 �3 tt✓ n d..K � i., . '�� r ra 1�ut NOTARY PUBLIC in and for the StateofWashington, residing at 1-11� s3 My commission expires' 4�) Packet Pg. 346 8.6.a EXHIBIT A PARENT PARCEL LEGAL DESCRIPTION: THE NORTHEAST ONE -QUARTER OF THE SOUTHEAST ONE -QUARTER OF SECTION 36, TOWNSHIP 27 NORTH, RANGE 3 EAST OF THE WILLAMETTE MERIDIAN, IN SNOHOMISH COUNTY, WASHINGTON. EXCEPTING THEREFROM THAT PORTION LYING WITHIN THE BOUNDARIES OF 240TH STREET SW. 236T" STREET SW ROADWAY DEDICATION LEGAL DESCRIPTION: THE NORTHERLY 30.00 FEET OF THE EASTERLY 664.17 FEET OF THE NORTHEAST ONE -QUARTER OF THE SOUTHEAST ONE -QUARTER OF SECTION 36, TOWNSHIP 27 NORTH, RANGE 3 EAST OF THE WILLAMETTE MERIDIAN, IN SNOHOMISH COUNTY, WASHINGTON. CONTAINING 19,925 SQUARE FEET. SITUATE IN THE CITY OF EDMONDS, SNOHOMISH COUNTY, WASHINGTON Packet Pg. 347 8.6.a EXHIBIT MAP 236TH STREET SW ROADWAY DEDICATION 9�JIID AVE W F— N T— N 1'59'53" E 93W AVE W L1` z `O M z dw F- 94TN AVE W 3a' N 1'59'53" E NE CORNER OF THE SOUTHEAST QUARTER OF SECTION 36 GRAPHIC SCALE 0 120 240 { IN FEET ) 1 inch = 120 ft. TL 27033600404600 EDMONDS SCHOOL DISTRICT 11255 Kirkland Way, Suite 300 Kirkland, WA 98033 p. 425.827,20141 f. 425.827.5043 i ............ ....................... 7PA C �E ) Civl I Structural I Planning I Survey An Engineering Services Company paceengrs.com SCALE: 1" = 100' FILE: \1 5456— SRV. DWG DATE: 6/30/16 WRH Packet Pg. 348 0 } 23510 I 23 351' _ 235 4 23515Nam { t 93M 4 23529 o rn a 9205 i p fi Nar Vet IX M-Abn - 23.67Ff 5T SW 1fi T r,,DVV TJe.d: ec�-[ oN A-fer., OlC?AloKNl- S0460[. 1->tSTV-4a cAr-d ZA 2-46� S4- S kj f tt6Fr of W" bebi na 'DOl-,kiL1 - lzc -v---6-P�-x� �-t a Packet Pg. 349