2023-11-30 City Council Special Packet 22
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Agenda
Edmonds City Council
SPECIAL MEETING
COUNCIL CHAMBERS
250 5TH AVE NORTH, EDMONDS, WA 98020
NOVEMBER 30, 2023, 6:00 PM
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PEOPLE AND THEIR SUCCESSORS THE TULALIP TRIBES, WHO SINCE TIME IMMEMORIAL HAVE
HUNTED, FISHED, GATHERED, AND TAKEN CARE OF THESE LANDS. WE RESPECT THEIR
SOVEREIGNTY, THEIR RIGHT TO SELF-DETERMINATION, AND WE HONOR THEIR SACRED SPIRITUAL
CONNECTION WITH THE LAND AND WATER. - CITY COUNCIL LAND ACKNOWLEDGMENT
CALL TO ORDER/FLAG SALUTE
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ROLL CALL
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RECEIVED FOR FILING
Edmonds City Council Agenda
November 30, 2023
Page 1
1. Effects of Council Changes to Proposed Budget (0 min)
7. COUNCIL BUSINESS
1. Approval of Contract for Fire Services Feasibility Assessment (15 min)
2. Staff Proposed Changes to 2024 Proposed Budget (30 min)
3. Proposed Revision of Purchasing Policy and Spending Authority (20 min)
4. Council 2024 Budget Deliberations (120 min)
ADJOURNMENT 9:00 PM
Edmonds City Council Agenda
November 30, 2023
Page 2
6.1
City Council Agenda Item
Meeting Date: 11/30/2023
Effects of Council Changes to Proposed Budget
Staff Lead: Dave Turley
Department: Administrative Services
Preparer: Dave Turley
Background/History
Draft spreadsheet showing the effects of the changes that Council has made to the Proposed Budget
through November 27, 2023.
Staff Recommendation
Information only.
Narrative
N/A
Attachments:
Effects of Council Changes to Proposed Budget
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6.1.a
Please Note: This is a DRAFT document current as of November 27, 2023
Proposed 2024 General Fund Budget:
Beginning Fund Balance in Proposed Budget $ 6,664,594
Add Revenues 62,492,771
Less Expenses 59,429,234
Ending Fund Balance in Proposed Budget $ 9,728,131
Proposed 2024 General Fund Budget, after effects
of Council sponsored changes:
Beginning Fund Balance in Proposed Budget $ 6,664,594
Add Revised Revenues 50,487,771
Less Revised Expenses 52,666,611
Ending Fund Balance, after Council changes $ 4,485,754
Ending Fund Balance, after Council changes $ 4,485,754
Reduce fund balance by amount of
revised estimate of 2023 ending fund balance 3,617,148
Ending Fund Balance after Council changes and
change to 2023 estimates $ 868,606
Amount of Rev & Exp per Proposed Budget
Remove 016 Transfer
Remove ARPA Transfer
Move portion of SCF budget to ARPA Fund
Remove DP 7 Traffic Cameras
Remove DP 8 Grants Specialist
Remove DP 14 Climate Action Manager
Remove DP 83 (Mostly Fund 125)
Revised Rev & Exp Totals as of 11/22
Remove DP 83 (Mostly Fund 125)
Remove gate from DP 64 (Fund 016)
Remove DP 87 - Land Acq Support (Fund 126)
Add REET budget for Olympic Park bathrooms
General Fund d
Revenues Expenses
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50,487,771
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7.1
City Council Agenda Item
Meeting Date: 11/30/2023
Approval of Contract for Fire Services Feasibility Assessment
Staff Lead: City Council
Department: City Council
Preparer: Beckie Peterson
Background/History
In 2016, Fitch & Associates provided Council a comprehensive study on Fire and Emergency Medical
Services Efficiency Assessment.
On September 26, 2023 Council passed Resolution 1531 (attached) , expressing the intent to pursue the
benefits of receiving fire and emergency medical services from the South Snohomish County Regional
Fire Authority via annexation.
Recommendation
Approve the council president to sign the professional services agreement with Fitch & Associates.
Narrative
Council President Tibbott requested a proposal from Fitch & Associates, asking that they build upon
their previous study and provide an updated analysis of fire services options that the City of Edmonds
might consider.
The Professional Services Agreement is attached, with Exhibit A detailing the Scope of Services. The
proposal from Fitch & Associates is also included.
Attachments:
Resolution 1531
Professional Services Agreement 11.19.2023 for CP signature Fitch signed
Exhibit A Scope of Work and Fee Schedule Fitch & Assoc. PSA 11.19.2023
Edmonds, WA - Proposal 11-1-2023
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7.1.a
RESOLUTION NO. 1531
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDMONDS,
WASHINGTON EXPRESSING THE INTENT TO PURSUE THE BENEFITS OF
RECEIVING FIRE AND EMERGENCY MEDICAL SERVICES FROM THE SOUTH
SNOHOMISH COUNTY REGIONAL FIRE AUTHORITY VIA ANNEXATION
WHEREAS, the City of Edmonds ("the City") and the South Snohomish County Fire &
Rescue Regional Authority ("SCF") share a contiguous border along the City's Eastern boundary;
and
WHEREAS, the City is a fire protection jurisdiction as defined in RCW 52.26.020(3); and
WHEREAS, RCW 52.26 authorizes two or more fire protection jurisdictions to participate
in a regional fire services authority commonly known as a regional fire authority or "RFA"; and
WHEREAS, the City and SCF are interested in pursuing the potential operational
efficiencies and cost savings over other available service providers, as a result of annexing into
SCF; and
WHEREAS, both the City and SCF believe that the public health and safety of the citizens
they serve may benefit from annexation into SCF; and
WHEREAS, the City would like to express the intent to pursue the benefits of receiving
fire and emergency medical services as a member of the RFA; and
WHEREAS, this Resolution does not bind the City to any course of action other than to
discuss with SCF representatives the possible ramifications of annexation into SCF; and
WHEREAS, this Resolution does not preclude or prevent the City from investigating other
alternatives for fire and emergency medical services;
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
EDMONDS, WASHINGTON, THAT:
Section 1. Pursuant to RCW 52.26.300(2), the City requests information about annexation
into the South Snohomish County Regional Fire, subject to the provisions of RCW 52.26.300(3)
and voter approval.
Section. 2. The City Clerk is instructed to file this Resolution with the Governing Board of
SCF in accordance with RCW 52.26.300(2).
Resolved this 26" day of September, 2023.
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7.1.a
ATTEST/AUTHENTICATED:
-c5z
SCOTT PASSEY, CLERK
FILED WITH THE CITY CLERK:
PASSED BY THE CITY COUNCIL:
RESOLUTION NO.:
APPROVED:
i4iFE NELSON, MAYOR
September 22, 2023
September 26, 2023
1531
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7.1.b
CITY OF EDMONDS MIKE NELSON
1215T"AVENUE NORTH EDMONDS, WA 98020 425-771-0220 FAX425-672-5750 MAYOR
Website: www.edmondswa.gov
PROFESSIONAL SERVICES
AGREEMENT
THIS AGREEMENT ("Agreement") is made and entered into between the City of
Edmonds, hereinafter referred to as the "City," and Fitch & Associates, LLC, hereinafter referred
to as the "Consultant."
WHEREAS, the City desires to engage the professional services and assistance of a
consulting firm to conduct a Fire Services Feasibility Assessment to evaluate fire service delivery
models, performance, and cost of services to ensure long-term sustainability; and
WHEREAS, the Consultant has the necessary skills and experience, and desires to provide
such services to the City;
NOW, THEREFORE, in consideration of the mutual benefits accruing, it is agreed by
and between the parties hereto as follows:
I . Scope of work. The scope of work shall include all services and material necessary
to accomplish the above mentioned objectives in accordance with the Scope of Work 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 in Exhibit A; provided, in no event shall the payment for
work performed pursuant to this Agreement exceed the sum of FORTY-FOUR THOUSAND
FIVE HUNDRED DOLLARS ($44,500.00).
B. All vouchers shall be submitted by the Consultant to the City for payment
pursuant to the terms of this Agreement. The City shall pay the appropriate amount for each
voucher to the Consultant. The Consultant may submit vouchers to the City monthly during the
progress of the work for payment of completed phases of the project. Billings shall be reviewed in
conjunction with the City's warrant process. No billing shall be considered for payment that has
not been submitted to the City three (3) 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.
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7.1.b
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.
3. Ownership and use of documents. All research, tests, surveys, preliminary data,
reports, 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, documentation 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.
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7.1.b
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.
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 (30) 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. The 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. The 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.
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7.1.b
10. Termination. This being an Agreement for professional services, either party may
terminate this Agreement for any reason upon giving the other party written notice of such
termination no fewer than ten (10) days in advance of the effective date of said termination.
11. Integration. The Agreement between the parties shall consist of this document
and the Scope of Work and fee schedule attached hereto as Exhibit A. These writings constitute
the entire Agreement of the parties and shall not be amended except by a writing executed by both
parties. In the event of any conflict between this written Agreement and any provision of Exhibit
A, this Agreement shall control.
12. Changes/Additional Work. The City may engage the Consultant to perform
services in addition to those listed in this Agreement, and the 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 Work, the City understands that a revision
to the Scope of Work and fees may be required. Provided, however, that nothing in this paragraph
shall be interpreted to obligate the Consultant to render services, or the City to pay for services
rendered, in excess of the Scope of Work in Exhibit A unless or until an amendment to this
Agreement is approved in writing by both parties.
13. Standard of Care. The Consultant represents that the Consultant has the
necessary knowledge, skill and experience to perform services required by this Agreement. The
Consultant and any persons employed by the 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 Work.
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 he/she/they
has/have not employed or retained any company or person, other than a bona fide employee
working solely for the Consultant, to solicit or secure this Agreement, and that he/she/they
has/have 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.
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7.1.b
The Consultant specifically agrees to pay any applicable business and occupation (B & O) taxes
which may be due on account of this Agreement.
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:
Fitch & Associates, LLC
2901 Williamsburg Terrace
Suite G
Platte City, MO 64079-0170
Receipt of any notice shall be deemed effective three (3) days after deposit of written notice in the
U.S. mails, with proper postage and properly addressed.
DATED THIS day of
CITY OF EDMONDS
Neil Tibbott, Council President
APPROVED AS TO FORM:
Office of the City Attorney
STATE OF
)ss
COUNTY OF
2023.
FITCH & ASSOCIATES, LLC
511?)�-`
4;9
Steven Knight, PhD, Partner
On this day of 2023, before me, the undersigned, a Notary
Public in and for the State of , duly commissioned and sworn, personally
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7.1.b
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:
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EXHIBIT A
7.1.c
Scope of Work:
Element 1: Establishing Current and Desired Performance
• Update a quantitative data assessment of response times.
• Discuss with the policy group the desired performance and the associated costs for each service level
Element 2: Evaluate the efficacy of annexing into the RFA.
• Evaluate the fiscal implications of the RFA proposal for the City.
• Provide an assessment of the pros/cons of the approach.
Element 3: Evaluate the efficacy of providing fire services as a City department.
• Evaluate the fiscal and operational implications creating a new city department.
• Provide an assessment of the pros/cons of the approach.
Element 4: Evaluate the potential of contracting for services with another provider.
• Evaluate the fiscal and operational implications of contracting with an alternative provider.
• Provide an assessment of the pros/cons of the approach.
Element 5: Prepare an Executive Summary Report and Presentation
• Evaluate and provide alternatives for consideration that optimize current and future states.
• Provide high-level fiscal projections for any prioritized alternatives.
• Provide pros/cons of any prioritized alternatives.
• Provide implementation strategies.
Fitch & Associates, LLC will travel to the City of Edmonds for project kick-off and data gathering. The key
deliverable for the project is to be a clearly written executive summary outlining our conclusions and
actionable recommendations. In addition, a professional presentation will be developed and presented to the
City Council at an in -person meeting.
It is understood that project work will include access to proprietary documents and information. Both
parties acknowledge that Fitch & Associates, LLC represents other medical transportation
and related organizations. Fitch & Associates, LLC agrees that confidential information about the
City or its related entities will not be released, except as required by law, without the prior approval of
the City. Fitch & Associates, LLC agrees to execute a Business Associate Agreement as required under
federal guidelines in accordance with what is commonly referred to as "HIPAA." The City agrees
that it shall not release any of Fitch & Associates, LLC's materials provided, or utilized during the
process, without written permission.
Personnel utilized to complete this Agreement will be the principles and employees of Fitch &
Associates, LLC or its related entities. The City will be contacted, in advance if possible, should a change of
personnel be necessary. The City agrees not to employ, or offer employment to any of Fitch & Associates
LLC's personnel, for a period of two years following the conclusion of this Agreement without written
permission.
2901 Williamsburg Terrace Suite G ■ PO Box 170 ■ Platte City, MO 64079 ■ Office: (816) 431-2600 ■ Fax: (816) 431-2653 ■ www.fitchassoc.com
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7.1.c
Schedules outlined in documents are approximate and may be modified by agreement of the parties. Fitch &
Associates, LLC will not be held liable for schedule compliance should the City request or require schedule
adjustments.
If for any reason any portion of this Agreement between the parties is in dispute, both parties will make best efforts to
resolve the dispute without resorting to litigation.
Fee Schedule:
Professional fees to accomplish the engagement shall be $44,500. These fees shall be paid as follows:
Fifty percent ($22,250) is due upon the execution of this Agreement.
Fifty percent ($22,250) is due upon receipt of the Final Executive Summary Report.
Usual and customary travel and related expenses including telephone, printing, and postage are included in the
professional fees. If the City requests additional services, or a broader scope of work, the parties agree to
amend this Agreement for an additional fixed cost or provide customized services at an hourly rate of
$275•
In the event the City determines not to proceed with this Agreement during its term, Fitch &
Associates, LLC may retain all sums paid by the City for any expenses incurred and for work actually
performed, but unpaid by the City, at an hourly rate of $275. However, the initial payment due upon
execution of this Agreement is guaranteed and not subject to this provision. Fitch & Associates, LLC will
submit an itemized bill for services rendered through the date of termination, both paid and
unpaid, and upon full payment, other obligations of either party to this Agreement shall terminate.
2901 Williamsburg Terrace Suite G • PO Box 170 • Platte City. MO 64079 • Office: (816) 431-2600 ■ Fax: (816) 431-2653 • .,- .
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7.1.d
1 November 2023
Beckie Peterson
Executive Assistant
City of Edmonds
121 5th Avenue North
Edmonds, WA 98020
Dear Beckie Peterson:
Thank you for your inquiry and considering Fitch & Associates to conduct a Fire Services Feosibility Assessment
for the City of Edmonds. Per our discussion, we have prepared a high-level scope of work for your
consideration. The suggested scope of work document has been coalesced into common "Elements" for
clarity and to align consulting and data analyses.
Per our conversation, our understanding is that the intent is to evaluate the fire service delivery models,
performance, and cost of services to ensure long-term sustainability. The intent is to evaluate the current fire
service delivery models and the efficacy of the Regional Fire Authority (RFA) proposal, an evaluation of the
creating an internal fire department, and potential contractual relationship with another provider. Ultimately,
recommendations will be provided for any substantive alternatives with cost vs benefit assessments. The
overall intent is to evaluate the current state and make recommendations that that are fiscally and
operationally sustainable and that meet expectations.
Scope of Work:
Element 1: Establishing Current and Desired Performance
• Update a quantitative data assessment of response times.
• Discuss with the policy group the desired performance and the associated costs for each service level.
Element 2: Evaluate the efficacy of annexing into the RFA.
• Evaluate the fiscal implications of the RFA proposal for the City.
• Provide an assessment of the pros/cons of the approach.
Element 3: Evaluate the efficacy of providing fire services as a City department.
• Evaluate the fiscal and operational implications creating a new city department.
• Provide an assessment of the pros/cons of the approach.
Element 4: Evaluate the potential of contracting for services with another provider.
• Evaluate the fiscal and operational implications of contracting with an alternative provider.
• Provide an assessment of the pros/cons of the approach.
Element 5: Prepare an Executive Summary Report and Presentation
• Evaluate and provide alternatives for consideration that optimize current and future states.
• Provide high-level fiscal projections for any prioritized alternatives.
2901 Williamsburg Terrace Suite G ■ PO Box 170 ■ Platte City, MO 64079 ■ Office: (816) 431-2600 ■ Fax: (816) 431-2653 ■ www.fitchassoc.com
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7.1.d
• Provide pros/cons of any prioritized alternatives.
• Provide implementation strategies.
The key deliverable for the project is to be a clearly written executive summary outlining our conclusions and
actionable recommendations. In addition, a professional presentation will be developed and presented to the
City if desired..
The approach we use blends your team's intimate knowledge of the area and environment with our broad
experience working with diverse emergency service models. The firm has managed Fire/EMS system
implementations and transitions over our 35+ year history. One of the Firm's partners is involved in every
project. I will serve as the partner on this project. Information on the staff and the Firm is available at our
website http://www.fitchassoc.com.
Thetotal professional servicesfee will be $44,500. This is a fixed price proposal inclusive of travel and expenses.
Travel times are anticipated at project kickoff and information gathering as well as the final presentation. The
completiontime will be two months and will begin from the time that we receive the requested data at project
kickoff. I hope this information is helpful to you in considering Fitch & Associates for your important project.
Thank you again for allowing us to present this proposal for your consideration.
Sincerely,
6):�� 4�w
Steven Knight, PhD
Partner
816-500-7481
sknight@fitchassoc.com
2901 Williamsburg Terrace Suite G ■ PO Box 170 ■ Platte City, MO 64079 ■ Office: (816) 431-2600 ■ Fax: (816) 431-2653 ■ www.fitchassoc.com
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7.1.d
Proposed Project Staff
Chief Steven Knight (Ret.), PhD, Partner. Dr. Knight has nearly 25 years of experience and retired as the
Assistant Fire/EMS Chief for the City of St. Petersburg, Florida. He has served as a subject matter expert for
both the National Fire Academy and the Center for Public Safety Excellence (CPSE). He has also served as a
team leader and peer assessor for the Commission on Fire Accreditation International (CFAI) and has held
multiple faculty appointments in Fire Science and EMS. Dr. Knight previously served the International City and
County Management Association (ICMA), as the Senior Manager for Fire and EMS.
Dr. Knight holds a PhD from the University of South Florida in Curriculum and Instruction and a Minor in
Research and Measurement, a master's degree in public administration from Troy University and a Bachelor's
in Fire & Safety Engineering from the University of Cincinnati. Chief Knight is also a graduate of and faculty for
the Executive Fire Officer Program (EFO) through the U.S. Fire Administration, Federal Emergency
Management Agency. Knight has been accredited multiple times as a Chief Fire Officer (CFO) through the
Center for Professional Credentialing. Knight also served as an adjunct professor at St. Petersburg College and
the State College of Florida in their Fire Science and Public Safety Administration Programs, is the former
program director for Emergency Medical Services at the Manatee Technical Institute and is an affiliate faculty
with the University of Central Florida's College of Medicine.
Bruce J. Moeller, PhD — Senior Consultant. Dr. Moeller most recently served as Executive Director
for Safety & Emergency Services in Pinellas County, Florida and as Interim Chief of Staff for the
County. Pinellas County is a community of almost 1 million residents; his areas of responsibility
include 9-1-1, EMS &Fire Administration, Justice & Consumer Services, Radio & Technology,
Emergency Management and Animal Services. Prior to his current role, Dr. Moeller served as city
manager in Sunrise, Florida. Moeller's background includes 30+ years of public safety service,
culminating as Chief of Department for several fire -rescue agencies, including Broward County,
Florida.
Dr. Moeller is active in fire service and public management organizations, having served in
committee and leadership roles for the International City County Management Association (ICMA),
National Fire Protection Association (NFPA), and International Association of Fire Chiefs (IAFC). He
is also an active member of the International Chiefs of Police (IACP).
2901 Williamsburg Terrace Suite G ■ PO Box 170 ■ Platte City, MO 64079 ■ Office: (816) 431-2600 ■ Fax: (816) 431-2653 ■ www.fitchassoc.com
Packet Pg. 18
7.2
City Council Agenda Item
Meeting Date: 11/30/2023
Staff Proposed Changes to 2024 Proposed Budget
Staff Lead: Director Dave Turley
Department: City Council
Preparer: Beckie Peterson
Background/History
The 2024 Proposed Budget was delivered to Council on October 2, 2023.
Staff Recommendation
Review and deliberate these staff proposed adjustments/ changes to the 2024 Proposed Budget.
Narrative
Each year, there are additions, corrections and updates needed from the time the budget process begins
(August/September). These items are those staff -proposed changes.
Attachments:
Staff Proposed Changes 11.30.2023
Staff Proposed Changes 1 final
Staff Proposed Changes 2
Staff Proposed Changes 3 Utility Rates
Staff Proposed Changes 4 Municipal Arts Fund
Staff Proposed Changes 6 BID
Staff Proposed Changes 5 PD Staffing
Staff Proposed Changes 7 Planning
Staff Proposed Changes 8 Parks
Staff Proposed Changes 9 Street Construction
Staff Proposed Changes 10 Labor Contract
Staff Proposed Changes 11
Packet Pg. 19
7.2.a
or NEW
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Fund
Description
DepartmentAmend
NEW
STAFF
GF
Salary Commission Update for Council
Council
NEW
STAFF
GF
Salary Commission Update for Mayor
Mayor
NEW
STAFF
GF/ Water/ Sewer/Storm
Utility Rate Update
Multiple
NEW
STAFF
GF
Transfer to Fund 117 (Municipal Arts Acquisition Fund)
CSED
NEW
STAFF
GF
Police Department Admin Staff Salary Adjustment
Police
DP12
STAFF
BID dues
Update Business Improvement District Budget
CSED
NEW
STAFF
GF
Planning and Develop. Professional Services - Code Update
Planning & Dev
NEW
STAFF
GF
Meadowdale Preschool Expenses
Parks
NEW
STAFF
Fund 112
Reduce Budget for Traffic Impact Fees
Street Construction/Improvement
NEW
STAFF
GF
Commissioned Officer Negotiations
Police
NEW
STAFF
GF
Reduce Non -Rep Salaries/Benefits increase 4.6% to 4.0%
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7.2.b
Decision Package Budget Report
City of Edmonds —Staff
New Decision Package - Title : Salary Commission Update for Council
Amendment Regarding DP#:
Date
Budget Year
Duration
Approval Status
11/30/2023
2024
Staff
Ongoing
Pending
Item Description
Salary Commission Update for Council
Justification
The salary commission in September recommended, and Council approved, increases to the salaries of
Council members. This adjustment is needed to provide the already -approved spending authority.
Describe All Funding Sources
General Fund (no specific funding source identified)
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expenditure):
This is an ongoing expenditure.
Project Status (if Applicable)
N/A
FISCAL DETAILS
Expenditures $38,685
Revenues$0
Net Budget $38,685
Packet Pg. 21
7.2.c
Decision Package Budget Report
City of Edmonds —Staff
New Decision Package - Title: Salary Commission Update for Mayor
Amendment Regarding DP#:
Date
Budget Year
Duration
Approval Status
11/30/2023
2024
Staff
Ongoing
Pending
Item Description
Salary Commission Update for Mayor
Justification
The salary commission in September recommended, and Council approved, increases to the Mayor's
salary. This adjustment is needed to provide the already -approved spending authority.
Describe All Funding Sources
General Fund (no specific funding source identified)
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expenditure):
This is an ongoing expenditure.
Project Status (if Applicable)
N/A
FISCAL DETAILS
Expenditures $21,904
Revenues$0
Net Budget $21,904
Packet Pg. 22
7.2.d
Decision Package Budget Report
City of Edmonds —Staff
New Decision Package - Title : Utility Rate Update
Amendment Regarding DP#:
Date
Budget Year
Duration
Approval Status
11/30/2023
2024
Staff
Ongoing
Pending
Item Description
Utility Rate Update
Justification
The City Council approved utility rate increases after the proposed budget was presented. This
adjustment is needed to provide the already -approved spending authority.
Describe All Funding Sources
Water, Storm, and Sewer Rates
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expenditure):
This is an ongoing adjustment to both revenues and expenditures.
Project Status (if Applicable)
N/A
FISCAL DETAILS
This includes both revenues and expenses to multiple funds.
Net positive impact to the General Fund is $189,647, to the Water Fund $685,249, to the Sewer Fund
$302,846 and negatively impacts the Storm Fund by $324,006. Net impact overall is a positive impact to
fund balances of $853,231.
Packet Pg. 23
7.2.e
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title : Transfer to Fund 117 (Municipal Arts
Acquisition Fund)
Amendment Regarding DP#:
Date
Budget Year
Councilmember
Duration
Approval Status
11/30/2023
2024
Staff
One-time
Pending
Item Description
Transfer to Fund 117
Justification
In most years, the budget has included a transfer of $15,000 from the General Fund to the Municipal
Arts Acquisition Fund. As part of broader cost-cutting measures, this transfer was not included in the
2023 or 2024 budgets. Department staff are asking that this transfer be added back to the 2024 budget
consistent with Ordinance 2667.
Describe All Funding Sources
General Fund (no specific funding source identified)
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expenditure):
N/A
Project Status (if Applicable)
N/A
FISCAL DETAILS
Expenditures $30,000 (to General Fund)
Revenues $30,000 (to Fund 117)
Net Budget $0
Packet Pg. 24
7.2.f
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title : Updated Business Improvement District Budget
Amendment Regarding DP#:
Date
Budget Year
Councilmember
Duration
Approval Status
11/30/2023
2024
Staff
One-time
Pending
Item Description
The Business Improvement District (BID) requests to make adjustments to the proposed budget.
Justification
Describe All Funding Sources
BID dues
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expenditure):
This is a one-time adjustment that includes a small increase to expenses and an adjustment to reduce
the revenue shown in the original decision package. The original decision package incorrectly included
the beginning balance as "revenue," therefore showing $31,417 more revenue than is projected. This
change corrects this error.
Protect Status (if Applicable)
N/A
FISCAL DETAILS
Expenditures $1,050 (Increase)
Revenues $31,417 (Reduction)
Net Budget $32,467
Packet Pg. 25
7.2.g
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title : Police Department Administrative Staff Salary
Adjustments
Amendment Regarding DP#:
Date
Budget Year
Councilmember
Duration
Approval Status
11/30/2023
2024
Staff
Ongoing
Pending
Item Description
Increase to Administrative Staff Salaries
Justification
In February of 2023 the Public Safety Committee and Council approved an increase in salary for our
Executive Assistant I and II and an increase in hours for our administrative assistant position so we could
create a Admin Unit within the police department for efficiency with daily tasks and projects. The
condition that council approved the increase under was that we would make the change request official
in the 2024 budget request. This is that proposal. After our budget package was approved in 2022 for
the 2023 fiscal year, we evaluated our administrative staff needs further and found there was some
changes that should be made to create efficiencies within the department involving the administrative
workload. We requested in the February 21, 2023 Public Safety Committee meeting that our Executive
Assistant position be reclassed to an Executive Assistant II position, the Administrative Assistant position
that we had added to our 2023 budget be reclassed to an Executive Assistant I position and that our
existing part time (.5 FTE) admin assistant position be increased to a (.75) employee. This request was
granted on the condition that we request the change be made permanent for the 2024 budget. This
budget package is requesting those changes be made permanently moving forward in the PD budget.
We put all of these changes into effect in March of 2023 after council approved it on the consent agenda
and had great operational success to date. The impact on budget for each position is: Moving the .5 FTE
to a .75 FTE employee cost is $22,713, Reclassing the Chief's Executive Assistant position to an Executive
Assistant 11 with supervisor duties cost is $11,729, Reclassing the admin position added in the 2023
budget to an Executive Assistant I position cost is $15,579.
Describe All Funding Sources
General Fund (no specific funding source identified)
Describe Future on OnaoinR Costs (Expenditure) or Savings (Reduction of Expenditure):
This is an ongoing adjustment to expenditures.
FISCAL DETAILS
Expenditures $50,021
Revenues$0
Net Budget $50,021
Packet Pg. 26
7.2.h
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title: Planning & Development Professional Services
budget for Code updates
Amendment Regarding DP#:
Date
Budget Year
Councilmember
Duration
Approval Status
11/30/2023
2024
Staff
One-time
Pending
Item Description
Staff is proposing to carry forward professional services budget from 2023 to 2024; this was omitted
from the Proposed Budget in error.
Justification
1) To meet a State mandated Comprehensive Planning process and resultant Plan, and 2) deliver on City
Council's commitment to a "code rewrite", funding is needed to continue the following contracts:
Comprehensive Plan Update & EIS $649,000
Code Modernization — Unified Development Code $160,000
Code Modernization — Climate Action Plan Legislation $25,000
Describe All Funding Sources
General Fund (no specific funding source identified)
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expenditure):
This is a one-time expenditure for 2024.
Project Status (if Applicable)
N/A
FISCAL DETAILS
Expenditures $834,000
Revenues$0
Net Budget $0
Packet Pg. 27
7.2.i
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title: Meadowdale Preschool Expenses
Amendment Regarding DP#:
Date
Budget Year
Councilmember
Duration
Approval Status
11/30/2023
2024
Staff
Ongoing
Pending
Item Description
Funding needed to continue the Meadowdale Preschool in the Fall of 2024.
Justification
The Meadowdale Preschool 2023-24 school year program has 19 students enrolled. This represents a
decline in typical enrollment and may be attributed to the Edmonds School District adding preschool to
a handful of schools, at least two are within 5 miles of the Meadowdale Preschool. The school district is
able to provide a program that is slightly longer each day and offers lunch with the potential
convenience of dropping off preschool age children at the same location as older siblings. Staff
suggested that the Meadowdale Preschool be discontinued at the conclusion of the 2024 school year in
June in large part due to the decline in enrollment and revenues but also due to the significant increase
in expenses, particularly payroll expenditures. The projected deficit to the general fund in the proposed
budget is an annual subsidy of approximately $62,000.
This decision package reinstates the preschool to a year-round program adding back in the expenses for
September, October, November and December of 2024 assuming the current enrollment level of 19
students. Efforts will continue to establish practices that increase revenue while also decreasing
expenses where possible to minimize the subsidy, but it will remain a subsidized recreation program.
Describe All Funding Sources
General Fund —participant tuition
Describe Future on Ongoine Costs (Expenditure) or Savines (Reduction of Expenditure):
This is an ongoing expenditure.
Project Status (if Applicable)
N/A
FISCAL DETAILS
Expenditures $64,956
Revenues $28,500
Net Budget $36,456
Packet Pg. 28
7.2.j
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title : Reduce Budget for Traffic Impact Fees
Amendment Regarding DP#:
Date
Budget Year
Councilmember
Duration
Approval Status
11/30/2023
2024
Staff
One-time
Pending
Item Description
Reduce the budget for Traffic Impact Fees revenue to the Street Construction Fund 112
Justification
After receiving updated estimates of ongoing and future building and development in the City, staff has
determined that our revenue budget for traffic impact fees is overstated and should be reduced
accordingly.
Describe All Funding Sources
N/A
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expenditure):
This is a one-time reduction that will be reevaluated in next year's budget.
Protect Status (if Applicable)
N/A
FISCAL DETAILS
Expenditures $0
Revenues $380,000 (reduction)
Net Budget $380,000
Packet Pg. 29
7.2.k
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title: Commissioned Officer Negotiations
Amendment Regarding DP#:
Date
Budget Year
Councilmember
Duration
Approval Status
11/30/2023
2024
Staff
Ongoing
Pending
Item Description
Commissioned Officer Negotiations
Justification
One labor contract is still under negotiation. The proposed budget includes planned increases in ranges
approximately 5%, it is now anticipated that increases in the range of around 12% are more likely to be
approved. This DP adds budgetary authority in anticipation of this possible increase to salaries and
benefits.
Describe All Funding Sources
General Fund (no specific funding source identified)
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expenditure):
This is an ongoing increase to expenses.
Protect Status (if Applicable)
N/A
FISCAL DETAILS
Expenditures $200,414
Revenues$0
Net Budget $200,414
Packet Pg. 30
7.2.1
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title : Reduce Non -Rep Salaries & Benefits increase
from 4.6% to 4%
Amendment Regarding DP#:
Date
Budget Year
Councilmember
Duration
Approval Status
11/30/2023
2024
Staff
Ongoing
Pending
Item Description
The proposed budget included an estimate for increases to salaries and benefits for non -represented
staff of 4.6%. After the proposed budget was delivered, Council approved a 4.0% increase. This DP is to
reduce the amount of salaries and benefits budget to account for the lower percentage that was
approved.
Justification
Describe All Funding Sources
N/A
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expediture):
This is an ongoing expenditure reduction.
Project Status (if Applicable)
N/A
FISCAL DETAILS
Expenditures $54,213 (Reduction)
Revenues$0
Net Budget $54,213 (Reduction)
Packet Pg. 31
7.3
City Council Agenda Item
Meeting Date: 11/30/2023
Proposed Revision of Purchasing Policy and Spending Authority
Staff Lead: Council President Tibbott
Department: City Council
Preparer: Beckie Peterson
Background/History
The current Purchasing Policy was adopted in May 2022.
Recommendation
Discuss and consider the merits of changes to the Purchasing Policy.
Narrative
The Council President requested the City Attorney prepare an amendment to the purchasing policies
that would temporarily reduce by 50% the council's delegation of contracting authority to the
administration.
Please find attached a resolution along with the proposed revisions to the purchasing policies.
Attachments:
2023-11-27 resolution
2023-11-27 conversation of PDF PurchasingPolicy dated May2022
Packet Pg. 32
7.3.a
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDMONDS,
WASHINGTON, TEMPORARILY AMENDING THE CITY'S
CONTRACTING AND PURCHASING POLICIES AND PROCEDURES.
WHEREAS, state law vests all contracting authority with the city council; and
WHEREAS, the city council may delegate that authority, or parts of it, to the administration; and
WHEREAS, the city council has adopted a contracting and purchasing policy to set forth the extent
of that delegation; and
WHEREAS, the city council would like to temporarily reduce by fifty -percent the extent of its
delegation under the contracting and purchasing policies as part of an effort to more carefully
evaluate city expenditures; now therefore,
THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, HEREBY
RESOLVES AS FOLLOWS:
Section 1. The City of Edmonds Contracting and Purchasing Policies and Procedures are hereby
amended to read as set forth in Exhibit A, which is attached hereto and incorporated herein as if set
forth in full.
Section 2. The May 2022 version of the City of Edmonds Contracting and Purchasing Policies and
Procedures shall take effect again on January 1, 2025 unless subsequently amended by separate
resolution.
RESOLVED this day of , 2023.
CITY OF EDMONDS
MAYOR, MIKE NELSON
ATTEST:
CITY CLERK, SCOTT PASSEY
Packet Pg. 33
7.3.a
FILED WITH THE CITY CLERK:
PASSED BY THE CITY COUNCIL:
RESOLUTION NO.
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7.3.b
City of Edmonds
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Contracting and
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May 2022
Packet Pg. 35
Table of Contents
7.3.b
Paqe
Policy...
Purpose
Authority..................................................................................................................
Parameters.............................................................................................................
Procurement of Products........................................................................................
Procurement and Surplus of Vehicles and Equipment ...........................................
Procurement of Professional Services....................................................................
A. Professional, Technical, and Other Services ...........................................
B. Architectural, Engineering and Land Surveyor Services (A/E) ................
Grant Agreements and Grant Reimbursement Documents ....................................
Procurement of Public Works.................................................................................
BiddingRequirements.............................................................................................
BidProcedures..................................................................................................
Apprentice Requirements..................................................................................
Responsible Bidder Criteria...............................................................................
SmallWorks Roster................................................................................................
Change Orders on Public Works Construction Contracts .......................................
Final Acceptance of Public Works Projects............................................................
JobOrder Contracting............................................................................................
Reimbursement of Expenses..................................................................................
OtherIssues...........................................................................................................
Interlocal Agreements........................................................................................
Sole Source Procurement..................................................................................
Special Market Conditions.................................................................................
Emergencies......................................................................................................
Record Retention Requirements........................................................................
State Minimum Bidding Requirements...............................................................
Conflictsof Interest............................................................................................
Forms and Templates........................................................................................
Recyclables.......................................................................................................
SurplusItems.....................................................................................................
Store -Issued Charge Cards...............................................................................
PurchaseCards.................................................................................................
QuickChecks.....................................................................................................
EarlyRelease....................................................................................................
PettyCash.........................................................................................................
BudgetAdjustments...........................................................................................
Exclusive Contract Agreements.........................................................................
Expenditures of Direct or Indirect Federal Financial Assistance ........................
Safeguard Personally Identifiable Information...................................................
Finance Committee............................................................................................
CONFLICT OF INTEREST DISCLOSURE FORM .................................................
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City of Edmonds Purchasing Policy May 2022
Page 2 of
Packet Pg. 36
7.3.b
Policy
The City of Edmonds will acquire goods and services in a manner that results in the most efficient
deliveryof 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 willbe 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 ofthe 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 publicpurchases 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 r_
(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 L
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 c
risks in a manner consistent withthe costs and purposes of the contract; and (2) the dollar value of
the contract is less than $100,000 50 000. N
Procurement of Products N
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Purchasing decisions costing $50,000 25 0.00 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 thevendor quote form. w
a
Purchasing decisions costing more than $35,000 but less than $50,000 must be approved
City of Edmonds Purchasing Policy May 2022 Page 3 of
Packet Pg. 37
7.3.b
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 25 0.00 but less than $100;000 50 000
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 ,.,,.,+r�,+
Purchases of $50,000 or more must be authorized by the City Council regardless of
whether they are competitively bid.
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 and Surplus of Vehicles and Equipment
The Mayor (or designee) is authorized to approve the purchase of new vehicles and
equipmentwith a value of less than $250,000, provided funds specific to the equipment
or vehicle have been budgeted by the City Council.
The Mayor (or designee) is authorized to surplus vehicles and equipment designated for
replacement or disposal in accordance with state law, without reference to the
provisions of Chapter 3.01 ECC.
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 25 0.00 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 25 000 but less than
$100;009 50 000. 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 50 000, 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.
B. Architectural, Engineering and Land Surveyor Services (A/E)
1. Procurement of A/E services will be in accordance with Chapter 39.80 RCW, unless the
guidelines in 2 CFR 200 apply and are more restrictive, in which case the more
City of Edmonds Purchasing Policy May 2022 Page 4 of
Packet Pg. 38
7.3.b
restrictive requirements must be met. 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
City of Edmonds Purchasing Policy May 2022 Page 5 of
Packet Pg. 39
7.3.b
qualifications (RCW 39.80.050). A/E purchases will be coordinated through the Public
Works Department to ensurecompliance 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 25 000 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 25 000,
but less than $100,090 50 000, 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. If Federal funds are used to pay for all or a portion of
the cost, the City must perform formal bidding at the federal threshold of $100,00 under
Pre-UG or
$150,000 under UG.
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
$100,080 50 000, 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 theA/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 Program and, for
growth -related projects, where the scope of the project is substantially consistent with the project
description in the Capital FaciIities 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 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 objectivesset forth in the terms and conditions of the Federal award. I am aware that any false,
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7.3.b
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, Section1001 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 multiplecraft, 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
thousanddollars, 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 statutesor 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 a
worksprojects 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 o
call for bids for a project estimated at $100,000 or more. N
L
2. Publication of Notice >
After proper authorization, the requesting department director (or designee) will publish the 0
advertisement for Bids reasonably in advance of the bid submittal deadline in the official F
newspaper ora newspaper of general circulation most likely to bring responsive bids. `7
3. Notice Contents M
N
Notice (or advertisement) for bids should contain definite specifications and procedures for N
bidders touse to estimate their bids. A bid notice for public work should include:
m
- project title, E
nature and scope of work or goods sought,
a
- where contract documents (plans and specifications) can be reviewed or obtained,
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7.3.b
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 25 000; and by the department director and the Mayor (or their designees) for a
public works project costing more than $50,000 25 0.00 but less than $100,000 50 000. The
City Council must award bids which exceed $100;c00 50 000. 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 2
such costs as maintenance and operations over the expected period of use. Consideration, a0
however, may also be given for the following:
• Ability, capacity, expertise and skill of the bidder to perform the contract. s
L
• Character, integrity, reputation, judgment, experience, and efficiency of bidder. a
U_
• Ability to perform within time specified. a
• Quality of performance of previous contract(s). c
0
• Other information having a bearing on the decision to award the contract. N
L
• Minimum qualifications must be provided to ensure respondents are reasonably qualified. _
Minimum qualification requirement should be compared against the marketplace to ensure they �0,
are not overly restrictive. N
• To ensure consistency and fair process, the City will use standard forms, documents, M
contracts, and terms and conditions, when practical. The Public Works & Finance c
Departments will maintaintemplates for bid -related documents for use by departments. The ci
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 m
capacity.
c�
• When practical, the City will conduct a pre -bid conference to allow a thorough discussion of a
the City's expectations, intent, scope, specifications, and terms. Interested companies
should be encouraged to attend.
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7.3.b
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 thesubcontractors 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 moresubcontractors 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 Reauirements
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 stateor
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.
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 fifteen percent (15%) 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 0
complete when submitting their bid documents, which identifies the intended usage of a
apprentices by the contractor and any subcontractors. This document will require the
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7.3.b
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.
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
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7.3.b
(iii) a state excise tax registration number as required in Title 82RCW;
(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 thanone 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:
(a) The bidder shall not owe delinquent taxes to the Washington State Departmentof
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;
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7.3.b
(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 havean
established procedure which it utilizes to validate the responsibility of eachof 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,
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;
(j) The bidder shall not have had any public works contract terminated for causeby
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
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7.3.b
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 meansof
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
procurementfrom the Rosters, provided funds have been budgeted by Council.
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 Citymay 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 solicitthe 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 specificaward 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
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7.3.b
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
workis 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 electron icreq u est.
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.
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.
Award. For contracts of $100,000 50 000 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
$1100;000 50 000, the Mayor or his designee shall have the authority to award public works
contracts.
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 waivebid 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:
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7.3.b
City Council members shall be notified by e-mail of any change order in excess of $50,000.
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 thechange order and a written statement of the special circumstances requiring
speedier approval is placed on the next City Council agenda for review.
Final Acceptance of Public Works Projects:
The Mayor (or designee) is authorized to accept public works projects as complete, and to declare
thatFinal Acceptance has been achieved, after the contractor has completed all tasks and furnished
to theCity all documentation required by the public works contract and by applicable law.
Job Order Contracting
A "job order contract" is a contract in which the contractor agrees to a fixed period, indefinite quantity
delivery order contract, which provides for the use of negotiated, definitive work orders for public
works. Pursuant to RCW 39.10.420, all public bodies of the state of Washington are authorized to
award job order contracts and use the job order contracting procedure. The City Council has
determined that the use of job order contracts will benefit the public by providing an effective means
of reducing the total lead time and cost for the construction of public works projects for repair and
renovation required at public facilities through the use of unit price books and work orders by
eliminating time consuming, costly aspects of the traditional public works process, which requires
separate contracting actions for each small project.
The maximum total dollar amount that may be awarded under a job order contract is Four Million
Dollars ($4,000,000) per year for a maximum of three (3) years. Any unused capacity from the
previous year may be carried over for one year and added to the immediately following year's limit.
Job order contracts may be executed for an initial contract term of not to exceed two (2) years, with
the option of extending or renewing the job order contract for one (1) year. The City may have no
more than three (3) job order contracts in effect at any one time. The maximum dollar amount for
each work order issued under a job order contract is Five Hundred Thousand Dollars ($500,000),
excluding Washington state sales and use tax. All work orders issued for the same project will be
treated as a single work order for purposes of the dollar limit on work orders.
The City will adhere to all requirements of Chapter 39.10 RCW with regard to its Job Order
Contracting program.
Reimbursement of 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 theCity's established rate, which is the current IRS rate.
Other Issues
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
City of Edmonds Purchasing Policy May 2022 Page 15 of
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7.3.b
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
statestatutory requirements.
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 25 0.00, the department
director and the Mayor can approve sole source purchases costing more than
$50, )GG 25 0.00 but less than
$100,-WG 50 000. Council must approve sole source purchases costing more than
$100;000 50 000. Immediately after the award of any sole source purchase, the factual basis for
awarding the same must be recorded and open to public inspection.
The City may waive established bidding requirements if an opportunity arises to purchase favorably-
pricedsupplies, 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.
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 emergencyas soon as possible following the event.
Within two weeks of confirming the emergency existed, the City Council will adopt a resolution
certifyingthe emergency situation existed.
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
City of Edmonds Purchasing Policy May 2022 Page 16 of
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7.3.b
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
initiatea 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 contractsupported 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, hisor 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.
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 Tem Ia ates
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, ofacceptable 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
with outsoliciting bids/quotations.
Store -Issued Charge Cards
It is sometimes necessary to use store -issued charge cards. The Department Managers will request
priorapproval from the Finance Director or designee before establishing account.
Purchase Cards "
N
Purchase cards can be issued with the approval of the Finance Director. They are to be used
solely forCity-authorized business purposes. See Credit Card Policy. N
0
Quick Checks N
Quick checks may be issued to avoid incurring penalties, interest, or late charges. Submit requests for
quickchecks to the Finance Department. Quick checks will be approved by the Finance Director or
designee. w
a
Departments should avoid requests for quick checks by informing vendors of invoice
City of Edmonds Purchasing Policy May 2022 Page 17 of
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7.3.b
deadlines andpayment schedules.
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.
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 regard ingprivacy and obligations of confidentiality.
The Finance Committee, composed of two Council members and the Finance Director, will
review andupdate the City of Edmonds' purchasing and accounts payable policies and procedures,
as necessary.
City of Edmonds Purchasing Policy May 2022 Page 18 of
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7.3.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 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.
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
Cityof 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
City of Edmonds Purchasing Policy May 2022 Page 19 of
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7.3.b
EXHIBIT 1
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
inwhich 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 thatyou 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 HumanResources 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 May 2022 Page 20 of
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7.4
City Council Agenda Item
Meeting Date: 11/30/2023
Council 2024 Budget Deliberations
Staff Lead: City Council
Department: City Council
Preparer: Beckie Peterson
Background/History
On October 2, Mayor Nelson presented the proposed 2024 City Budget. On October 17 and November
6, Council held public hearings on the 2024 budget.
Recommendation
N/A
Narrative
City Councilmembers will have discussion on the budget and amendments they would like to consider
for the 2024 City Budget.
Attachments:
DPs from council 11.30 with voting through 11.22.2023
NEW Fire Services Feasibility Assessment
NEW DP $6.25M ARPA to Fire Expense
Budget amendment costs reductions —Chen by
DP 18 amendment teitzel fix
Amend DP 56 Buckshnis
2023.11.17 - New Decision Packet -Small Business Grants
Packet Pg. 55
7.4.a
or NEW
CM
Fund
Description
DepartmentAmend
DP 7
Teitzel
GF
Remove DP 7 Traffic Cameras
Police
5-2 motion carries
DP8
Teitzel
GF
Remove DP 8 Grant Specialist new position
CSED
5-2 motion carries
DP14
Teitzel
GF
Remove DP 14 Climate Action Manager new position
Planning & Dev
5-2 motion carries
DP18
Teitzel
GF
Remove DP 18 Security and Safety System
Facilities
Tabled
DP61
Teitzel
B fund
Remove DP Vehicle replacements
Fleet
3-4 motion lost
DP64
Teitzel
Fund 016
Reduce DP by $65,000 (cost of replacement motorized gate)
Bld Maint
5-2 motion carries
DP65
Teitzel
GF/ Fund 016/ ARPA
Reduce 016 Transfer to $0, Reduce ARPA Transfer to $2M
Bld Maint/ Budget
removed by vote
DP83
Teitzel
Fund 125
Remove DP Waterfront Emergency Study
Parks Capital Projects
motion carries
DP87
Teitzel
Fund 126
Remove DP 87 Land Acquisition Support
Parks Capital Projects
4-3 motion carries
NEW
Chen
GF
Reduce 2024 Overall Expenditures
Budget
Tabled
NEW
Chen
ARPA
Highway 99 Police Substation
Police
2-4 motion fails
amend Budget
Chen
amend Strategic Outlook RFA Assumption
Budget
4-2 motion carries
amend Budget
Chen
amend Strategic Outlook Labor Inflation factor
Budget
3-3 motion fails
DP65
Olson
Fund 016
Reduce 016 Transfer to GF
Bldg Maint
motion carries
DP56
Buckshnis
Remove DP 56
WWTP
DP 66
Buckshnis
Remove DP66
Street Capital Projects
w/d
DP89
Buckshnis
Remove DP 89
Budget
discussed, w/d
DP96
Buckshnis
Remove DP 96
Budget
2-5 motion fails
NEW
Teitzel
REET
Add $20,000 for Olympic Park Bathrooms 2024
Parks Capital Projects
5-1 motion carries
NEW
Nand
ARPA
Add $250,000 for Small Business Grants
CSED
pending other DP
NEW
Buckshnis
ARPA
Direct $6,250,000 directly to Fire Service Contract
Inter -departmental
7-0 motion carries
NEW
Tibbott
General Fund
Add $44,500 for Fire Service Feasibility Assessment
Council
NEW
Council
ARPA
Summarization of $6.25 ARPA to Fire Service Contract
Inter -departmental
a
Packet Pg. 56
7.4.b
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title : Fire Services Feasibility Assessment
Amendment Regarding DP#:
Date
Budget Year
Councilmember
Duration
Approval Status
11/22/2023
2024
Tibbott
One Time
Pending
Item Description
Funding of $44,500 for a Fire Services Feasibility Assessment requested by City Council.
Justification
Council has passed a resolution expressing intent to pursue the benefits of receiving fire and emergency
medical services from the South Snohomish County Regional Fire Authority via annexation. Council will
use the analysis of this study to evaluate alternative fire service options.
The total cost of this study is $44,500.00.
Describe All Fundine Sources
General fund
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expediture):
One time expenditure
Project Status (if Applicable)
FISCAL DETAILS
Expenditures
001.000.11.511.60.41.00 PROFESSSIONAL SVC $44,500
Revenues
Net Budget
$44,500
Packet Pg. 57
7.4.c
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title:
Apply $6,250,000 from ARPA to 2024 South County Fire Expense
Date Budget Year Councilmember Duration Approval Status
11/22/2023 2024 Council One Time Pending
Item Description
Dedicate $6.25 million of American Rescue Plan Act (ARPA) funding to the 2024 South County Fire
Services expense and pay for that from the ARPA fund instead of the General Fund.
Justifiration
Decision Packet 65 proposed two fund transfers. On November 14 by vote Council removed the part of
the decision package authorizing a $2 million transfer from Fund 016 to the General Fund. On November
21 Council revised the part of the decision package authorizing a $6.5 million transfer from the ARPA
fund to the general fund, so these two actions together eliminate staff proposed DP 65 from the 2024
budget. On November 21, council approved a motion to allocate $6.25 million of ARPA funds for the
2024 expenditures for South County Fire services. This Decision Package will clarify and document the
specifics of this decision.
The Final Ruling issued by the Department of Treasury allows up to $10 million to be used for any
governmental purposes. Providing fire and rescue services via our contract with South County Fire is an
important government purpose and we are allowed to allocate and designate ARPA money for that
purpose. Because this is an allowable expenditure under ARPA regulations, the city is not required to
transfer money from the ARPA fund to the general fund for this purpose. As a result this action will not
affect the general fund, including the use of restricted or unrestricted reserves, in any way.
Under ARPA rules, any ARPA funds not spent or obligated (for example, obligated by a legally binding
contract) by December 31, 2024 will be required to be returned to the federal government. This decision
package represents a prudent use of these resources because it ensures that ARPA funds received by
the city will be used for their intended purpose, which is to provide city services and recovery to the
people of Edmonds.
Describe All Funding Sources
Edmonds Rescue Plan Fund 142 (ARPA Grant Funds)
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expediture):
One time.
FISCAL DETAILS
Expenditures:
Reduce Intergovernmental Services (Fire Contract) budget, General Fund 001.000.39.522.20.41.50 by
$6,250,000
Increase Intergovernmental Services (Fire Contract) budget, ARPA Fund 142.000.XXX (BARS TBD) by
$6,250,000
Packet Pg. 58
7.4.c
Decision Package Budget Report
City of Edmonds — City Council
Revenues:
Reduce Grant Revenue, General Fund 001.000.333.21.019.00 by $6,500,000
Increase Grant Revenue, ARPA Fund 142.000.333.21.019.00 by $6,250,000
Net Impact to Budget: Reduces the amount of ARPA funds dedicated to city spending by $250,000 and
reduces the amount of ARPA fund revenue recognized by $250,000.
Packet Pg. 59
7.4.d
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title: 2024 overall expenditure reduction by $4
million.
Amendment Regarding DP#:
Date
Budget Year
Councilmember
Duration
Approval Status
11/7/2023
2024
Will Chen
One Time
Pending
Item Description
The proposed budget for 2024 General Fund Expenditures needs to be reduced by $4 million in order to
balance with the budget amendments to reduce revenue from Grants, Fines & Forfeitures, and Transfers
from Building Maintenance Fund 016.
Justification
As declared by Resolution 1532, the city is in a fiscal emergency due to the structural budget imbalance
where expenditures outpaced revenues. In addition, the proposed budget revenue from Grants of $6.5
million ARPA, Fines & Forfeitures of $3.5 million from red-light cameras, and Transfers of $2 million from
Building Maintenance Fund 016 are not well vetted and may not be supported by Council. It's necessary
for the mayor and administration, not Council, to find ways to strategically reduce expenditures by $4
million, approximately 7% of the proposed expenditure.
Describe All Funding Sources
General Fund 001
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expediture):
Expenditure reduction by $4 million.
Protect Status (if Applicable)
n/a
FISCAL DETAILS
Expenditures: Reduction by $4 million
Revenues: $0.
Net Budget: $4 million.
Packet Pg. 60
7.4.e
Decision Package Budget Report
City of Edmonds — City Council
Decision Package : Security and Safety system changes
Amendment Regarding DP#: 18
Date
Budget Year
Councilmember
Duration
Approval Status
11/3/23
2024
Teitzel
One time
Pending
Item Description
This Decision Package requests funding to upgrade security systems (cameras. Alarms, etc) in 2024.
Justification
This decision package proposes to upgrade security systems in city facilities and structures. However,
the narrative does not suggest the current security systems are wholly inadequate. In view of the
serious fiscal issues now facing the City, this Decision Package should be denied at this time. This item
should be reintroduced in the 2025 budget cycle for Council consideration, after the 2024 City financial
actuals reveal whether the city budget can absorb this expense.
Describe All Funding Sources
Fund 001.000.66.518.30.48 (Repair/Maintenance)
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expenditure):
n/a
Project Status (if Applicable)
NA
FISCAL DETAILS
Expenditures: Proposed: $125,000
Revenues
Net Budget Increased proposed one-time expense of $125,000. If this DP is deferred, $0 budget effect
in 2024.
Packet Pg. 61
7.4.f
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title :
Amendment Regarding DP#: 56 Carbon Recover Project (Close-out/ Hauling)
Date
Budget Year
Councilmember
Duration
Approval Status
11/16/23
2024
Buckshnis
One Time or
Ongoing
Pending
Item Description
Carry over or close out cost associated with the carbon recover project.
luctifirntion
This decision package should be denied as this contract is an all-inclusive project and so the
designer/contractor should be responsible for these funds. Another reason to deny is that the
Administration can come forth with a budget amendment in 2024 if something seemed to be allowed
The CFP for this is PWP 02 should be moved out a year in case the all-inclusive stands firm legally.
Describe All Funding Sources
From DP 56 - Fund 423 and WWTP Partners according to respective percentage of capacity.
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expediture):
Proiect Status (if Aaalicable)
FISCAL DETAILS
Expenditures
Revenues
Net Budget ($253,950)
Packet Pg. 62
7.4.g
Decision Package Budget Report
City of Edmonds — City Council
New Decision Package - Title : Small Business Support Grants
Date
Budget Year
Councilmember
Duration
Approval Status
11/16/2023
2024
Nand
One Time
Pending
Item Description
Allocate $250,000.00 of American Rescue Plan Act (ARPA) funds for Community Services and Economic
Development to disperse $5000.00 grants to qualifying small businesses.
Qualifying small businesses must:
1) Be presently in operation, AND
2) Be headquartered located in Edmonds or conduct more than 50% of their business activities
within city limits, AND
3) Have been in operation for any period of time between January 31, 2020 and May 11, 2023,
AND
4) Have had the financial health of their business affected by the COVID-19 related economic
recession, AND
5) Qualify as a "small business," with fewer than 20 employees and less than $1,000,000.00 in
annual gross revenue.
h mtifiratinn
In 2022, Council authorized the Administration to distribute $250,000.00 in ARPA funds to Edmonds
businesses for the purpose of fagade improvement. However, the administration did not have capacity
to advertise or administer the program to benefit Edmonds' business community. In 2023, thus far, the
Administration has allocated $0.00 of ARPA funds to support the local small business community. ARPA
funds must be distributed by 2024.
By directing Community Services and Economic Development to distribute $5000.00 grants to qualifying
local small businesses in Edmonds, Council can ensure that these funds are administered as originally
intended in the 2023 budget.
Describe All Funding Sources
Describe Future on Ongoing Costs (Expenditure) or Savings (Reduction of Expediture):
ARPA funds much be distributed by 2024.
Project Status (if Applicable)
FISCAL DETAILS
Expenditures: $250,000.00.
Revenues: $0.00.
Net Budget:-$250,000.00.
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Packet Pg. 63