Loading...
2017, 04-18 Study SessionAGENDA SPOKANE VALLEY CITY COUNCIL STUDY SESSION FORMAT Tuesday, April 18, 2017 6:00 p.m. CITY HALL COUNCIL CHAMBERS 11707 East Sprague Avenue, First Floor (Please Silence Your Cell Phones During the Meeting) DISCUSSION LEADER SUBJECT/ACTIVITY GOAL CALL TO ORDER ROLL CALL ACTION ITEM: 1. Motion Consideration: City Hall Audio -Visual Systems Bid Award — Chelsie Taylor, Greg Bingaman [public comment] NON -ACTION ITEMS: 2. Lori Barlow Temporary and Permanent Supportive Discussion/Information Housing 3. Cary Driskell City Acceptance of Gifts Discussion/Information 4. Cary Driskell Sidewalk Snow Removal Discussion/Information 5. John Hohman, Sullivan Bridge Update Discussion/Information Gloria Mantz 6. Mayor Higgins Advance Agenda Discussion/Information 7. Mayor Higgins Council Check in Discussion/Information 8. Mark Calhoun City Manager Comments Discussion/Information 9. EXECUTIVE SESSION: Land acquisition [RCW 42.30.110(1)(b)] ADJOURN Study Session Agenda, April 18, 2017 Page 1 of 1 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: April 18, 2017 Check all that apply: ❑ consent ❑ old business ❑ information ❑ admin. report Department Director Approval: ® new business ❑ public hearing ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Motion Consideration: City Hall Audio/Visual Systems Bid Award GOVERNING LEGISLATION: SVMC 3.65.120 PEG and local programming, SVMC 3.35.10 Contract Authority PREVIOUS COUNCIL ACTION TAKEN: None. Previous discussion on this topic occurred during the design phase for the new City Hall building as well as during the 2017 Budget development process. There was an Administrative Report on this topic at the April 11, 2017 Council Meeting at which Council provided consensus for staff to bring the contract with Evco Sound and Electronics, Inc. for consideration tonight. BACKGROUND: During the design phase of the new City Hall building, the City made the decision to separate the purchase and installation of the audio/visual system for Council Chambers into a separate project from the main building construction. The project utilizes public, educational and governmental (PEG) funds in the PEG Fund #107, which were earmarked in the 2017 Budget for the design, purchase, and installation of the audio/visual system in the new Council Chambers for broadcasting Council meetings. PEG funds are a restricted revenue stream, and are legally limited as to how they may be expended. Chapter 3.65 SVMC contains the City's cable code, including the provision for a PEG fee. One of the requirements of the City's cable franchise is for the franchisee to provide funding to the City for capital purchases associated with creation and broadcasting of public, educational and governmental (PEG) programming. The funding provides on average $85,000 per year and the fund balance in Fund #107 as of December 31, 2016, is approximately $240,000. Staff hired a consultant during 2016 to design the Council Chambers audio/visual system. The design of the Council Chamber audio/visual system includes individual displays for each Councilmember at the dais, as well as staff such as the City Manager, City Attorney, and City Clerk; and there will be several large displays in Council Chambers for audience viewing of presentations, displays with adjustable audio outside of Council Chambers in the lobby for audience overflow, and video and audio to the Council's conference room and to the second floor conference room for staff to view the presentations. It also includes sound reinforcement and audio/visual systems including speakers, amplifiers, processors, switchers, mixers, outboard processing equipment, installation of cables and control wiring, equipment racks and control equipment. The design integrates existing equipment from the current Council Chambers. The system includes equipment to utilize the two displays in the lobby as digital signage when they are not being used for Council meetings. Staff received the final design from the consultant on February 3, 2017, and utilized the small works roster to request bid proposals from vendors. Bid proposals were due from the vendors on April 5th, with the City receiving one response from Evco Sound and Electronics, Inc. The bid proposal is included as an attachment to this RCA, and the total dollar amount of the bid was $238,051.61, including sales taxes. The 2017 Budget includes $250,000 of PEG expenditures that were earmarked for this purpose in the PEG Fund #107. OPTIONS: Award the contract to Evco Sound and Electronics, Inc. or take other appropriate action. RECOMMENDED ACTION OR MOTION: Move to authorize the City Manager to finalize and execute the contract for the New City Hall Council Chambers Audio/Visual System with Evco Sound and Electronics, Inc. in the amount of $238,051.61, including sales taxes. BUDGET/FINANCIAL IMPACTS: The bid proposal of $238,051.61 is within the $250,000 in the PEG Fund #107 that was included in the 2017 Budget for this purpose. STAFF CONTACT: Chelsie Taylor, Finance Director, and Greg Bingaman, IT Specialist ATTACHMENTS: Draft Contract with Evco Sound and Electronics, Inc. Exhibit A — Scope of Services Exhibit B — Fee Proposal DRAFT AGREEMENT FOR SERVICES Evco Sound and Electronics, Inc THIS AGREEMENT is made by and between the City of Spokane Valley, a code City of the State of Washington, hereinafter "City," and Evco Sound and Electronics, Inc., hereinafter "Consultant," jointly referred to as "Parties." IN CONSIDERATION of the terms and conditions contained herein, the Parties agree as follows: 1. Work to Be Performed. Consultant shall provide all labor, services, and material to satisfactorily complete the Scope of Services, attached as Exhibit A. A. Administration. The City Manager or designee shall administer and be the primary contact for Consultant. Prior to commencement of work, Consultant shall contact the City Manager or designee to review the Scope of Services, schedule, and date of completion. Upon notice from the City Manager or designee, Consultant shall commence work, perform the requested tasks in the Scope of Services, stop work, and promptly cure any failure in performance under this Agreement. B. Representations. City has relied upon the qualifications of Consultant in entering into this Agreement. By execution of this Agreement, Consultant represents it possesses the ability, skill, and resources necessary to perform the work and is familiar with all current laws, rules, and regulations which reasonably relate to the Scope of Services. No substitutions of agreed-upon personnel shall be made without the prior written consent of City. Consultant represents that the compensation as stated in paragraph 3 is adequate and sufficient for the timely provision of all professional services required to complete the Scope of Services under this Agreement. Consultant shall be responsible for the technical accuracy of its services and documents resulting therefrom, and City shall not be responsible for discovering deficiencies therein. Consultant shall correct such deficiencies without additional compensation except to the extent such action is directly attributable to deficiencies in City -furnished information. C. Standard of Care. Consultant shall exercise the degree of skill and diligence normally employed by professional consultants engaged in the same profession, and performing the same or similar services at the time such services are performed. D. Modifications. City may modify this Agreement and order changes in the work whenever necessary or advisable. Consultant will accept modifications when ordered in writing by the City Manager or designee, so long as the additional work is within the scope of Consultant's area of practice. Compensation for such modifications or changes shall be as mutually agreed between the Parties. Consultant shall make such revisions in the work as are necessary to correct errors or omissions appearing therein when required to do so by City without additional compensation. 2. Term of Contract. This Agreement shall be in full force and effect upon execution and shall remain in effect until completion of all contractual requirements have been met as determined by City. Consultant shall complete its work by July 31, 2017, unless the time for performance is extended in writing by the Parties. Either Party may terminate this Agreement for material breach after providing the other Party with at least 10 New City Hall Council Chambers sound and AV systemPage 1 of 6 DRAFT days' prior notice and an opportunity to cure the breach. City may, in addition, terminate this Agreement for any reason by 10 days' written notice to Consultant. In the event of termination without breach, City shall pay Consultant for all work previously authorized and satisfactorily performed prior to the termination date. 3. Compensation. City agrees to pay Consultant $238,051.61, (which includes Washington State Sales Tax if any is applicable) as full compensation for everything done under this Agreement, as set forth in Exhibit B. Consultant shall not perform any extra, further, or additional services for which it will request additional compensation from City without a prior written agreement for such services and payment therefore. 4. Payment. Consultant shall be paid monthly upon presentation of an invoice to City. Applications for payment shall be sent to the City Finance Department at the below -stated address. City reserves the right to withhold payment under this Agreement for that portion of the work (if any) which is determined in the reasonable judgment of the City Manager or designee to be noncompliant with the Scope of Services, City standards, City Code, and federal or state standards. 5. Notice. Notices other than applications for payment shall be given in writing as follows: TO THE CITY: Name: Christine Bainbridge, City Clerk Phone: (509) 921-1000 Address: 11707 East Sprague Ave., Suite 106 Spokane Valley, WA 99206 (After September 1, 2017: 10210 East Sprague Avenue Spokane Valley, WA 99206) TO THE CONSULTANT: Name: Evco Sound and Electronics, Inc. Phone: (509) 535-8718 Address: 3511 E. Trent Spokane, WA 99202 6. Applicable Laws and Standards. The Parties, in the performance of this Agreement, agree to comply with all applicable federal, state, and local laws and regulations. Consultant warrants that its designs, construction documents, and services shall conform to all federal, state, and local statutes and regulations. 7. Certification Regarding Debarment, Suspension, and Other Responsibility Matters — Primary Covered Transactions. A. By executing this Agreement, the Consultant certifies to the best of its knowledge and belief that it and its principals: 1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; 2. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (A)(2) of this certification; and New City Hall Council Chambers sound and AV systemPage 2 of 6 DRAFT 4. Have not within a three-year period preceding this application/proposal had one or more public transactions (federal, state, or local) terminated for cause or default. B. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this Agreement. 8. Relationship of the Parties. It is understood and agreed that Consultant shall be an independent contractor and not the agent or employee of City, that City is interested in only the results to be achieved, and that the right to control the particular manner, method, and means in which the services are performed is solely within the discretion of Consultant. Any and all employees who provide services to City under this Agreement shall be deemed employees solely of Consultant. The Consultant shall be solely responsible for the conduct and actions of all its employees under this Agreement and any liability that may attach thereto. 9. Ownership of Documents. All drawings, plans, specifications, and other related documents prepared by Consultant under this Agreement are and shall be the property of City, and may be subject to disclosure pursuant to chapter 42.56 RCW or other applicable public record laws. The written, graphic, mapped, photographic, or visual documents prepared by Consultant under this Agreement shall, unless otherwise provided, be deemed the property of City. City shall be permitted to retain these documents, including reproducible camera-ready originals of reports, reproduction quality mylars of maps, and copies in the form of computer files, for the City's use. City shall have unrestricted authority to publish, disclose, distribute, and otherwise use, in whole or in part, any reports, data, drawings, images, or other material prepared under this Agreement, provided that Consultant shall have no liability for the use of Consultant's work product outside of the scope of its intended purpose. 10. Records. The City or State Auditor or any of their representatives shall have full access to and the right to examine during normal business hours all of Consultant's records with respect to all matters covered in this Agreement. Such representatives shall be permitted to audit, examine, make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, and record of matters covered by this Agreement for a period of three years from the date final payment is made hereunder. 11. Insurance. Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by Consultant, its agents, representatives, employees, or subcontractors. A. Minimum Scope of Insurance. Consultant shall obtain insurance of the types described below: 1. Automobile liability insurance covering all owned, non -owned, hired, and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. 2. Commercial general liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, stop -gap independent contractors and personal injury, and advertising injury. City shall be named as an additional insured under Consultant's commercial general liability insurance policy with respect to the work performed for the City using an additional insured endorsement at least as broad as ISO CG 20 26. 3. Workers' compensation coverage as required by the industrial insurance laws of the State of Washington. New City Hall Council Chambers sound and AV systemPage 3 of 6 DRAFT B. Minimum Amounts of Insurance. Consultant shall maintain the following insurance limits: 1. Automobile liability insurance with a minimum combined single limit for bodily injury and property damage of no less than $1,000,000 per accident. 2. Commercial general liability insurance shall be written with limits no less than $1,000,000 for each occurrence, and $2,000,000 for general aggregate. C. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions for automobile liability and commercial general liability insurance: 1. Consultant's insurance coverage shall be primary insurance with respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained by City shall be in excess of Consultant's insurance and shall not contribute with it. 2. Consultant shall fax or send electronically in .pdf format a copy of insurer's cancellation notice within two business days of receipt by Consultant. 3. If Consultant maintains higher insurance limits than the minimums shown above, City shall be insured for the full available limits of commercial general and excess or umbrella liability maintained by Consultant, irrespective of whether such limits maintained by Consultant are greater than those required by this Agreement or whether any certificate of insurance furnished to the City evidences limits of liability lower than those maintained by Consultant. 4. Failure on the part of Consultant to maintain the insurance as required shall constitute a material breach of the Agreement, upon which the City may, after giving at least five business days' notice to Consultant to correct the breach, immediately terminate the Agreement, or at its sole discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to City on demand, or at the sole discretion of the City, offset against funds due Consultant from the City. D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Evidence of Coverage. As evidence of the insurance coverages required by this Agreement, Consultant shall furnish acceptable insurance certificates to the City Clerk at the time Consultant returns the signed Agreement, which shall be Exhibit C. The certificate shall specify all of the parties who are additional insureds, and shall include applicable policy endorsements, and the deduction or retention level. Insuring companies or entities are subject to City acceptance. If requested, complete copies of insurance policies shall be provided to City. Consultant shall be fmancially responsible for all pertinent deductibles, self-insured retentions, and/or self-insurance. 12. Indemnification and Hold Harmless. Consultant shall, at its sole expense, defend, indemnify, and hold harmless City and its officers, agents, and employees, from any and all claims, actions, suits, liability, loss, costs, attorney's fees, costs of litigation, expenses, injuries, and damages of any nature whatsoever relating to or arising out of the wrongful or negligent acts, errors, or omissions in the services provided by Consultant, Consultant's agents, subcontractors, subconsultants, and employees to the fullest extent permitted by law, subject only to the limitations provided below. New City Hall Council Chambers sound and AV systemPage 4 of 6 DRAFT Consultant's duty to defend, indemnify, and hold City harmless shall not apply to liability for damages arising out of such services caused by or resulting from the sole negligence of City or City's agents or employees pursuant to RCW 4.24.115. Consultant's duty to defend, indemnify, and hold City harmless against liability for damages arising out of such services caused by the concurrent negligence of (a) City or City' s agents or employees, and (b) Consultant, Consultant's agents, subcontractors, subconsultants and employees, shall apply only to the extent of the negligence of Consultant, Consultant's agents, subcontractors, subconsultants, and employees. Consultant's duty to defend, indemnify, and hold City harmless shall include, as to all claims, demands, losses, and liability to which it applies, City's personnel -related costs, reasonable attorneys' fees, the reasonable value of any services rendered by the office of the City Attorney, outside consultant costs, court costs, fees for collection, and all other claim -related expenses. Consultant specifically and expressly waives any immunity that may be granted it under the Washington State Industrial Insurance Act, Title 51 RCW. These indemnification obligations shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable to or for any third party under workers' compensation acts, disability benefit acts, or other employee benefits acts. Provided, that Consultant's waiver of immunity under this provision extends only to claims against Consultant by City, and does not include, or extend to, any claims by Consultant's employees directly against Consultant. Consultant hereby certifies that this indemnification provision was mutually negotiated. 13. Waiver. No officer, employee, agent, or other individual acting on behalf of either Party has the power, right, or authority to waive any of the conditions or provisions of this Agreement. A waiver in one instance shall not be held to be a waiver of any other subsequent breach or nonperformance. All remedies afforded in this Agreement or by law shall be taken and construed as cumulative and in addition to every other remedy provided herein or by law. Failure of either Party to enforce at any time any of the provisions of this Agreement or to require at any time performance by the other Party of any provision hereof shall in no way be construed to be a waiver of such provisions nor shall it affect the validity of this Agreement or any part thereof. 14. Assignment and Delegation. Neither Party may assign, transfer, or delegate any or all of the responsibilities of this Agreement or the benefits received hereunder without prior written consent of the other Party. 15. Subcontracts. Except as otherwise provided herein, Consultant shall not enter into subcontracts for any of the work contemplated under this Agreement without obtaining prior written approval of City. 16. Confidentiality. Consultant may, from time -to -time, receive information which is deemed by City to be confidential. Consultant shall not disclose such information without the prior express written consent of City or upon order of a court of competent jurisdiction. 17. Jurisdiction and Venue. This Agreement is entered into in Spokane County, Washington. Disputes between City and Consultant shall be resolved in the Superior Court of the State of Washington in Spokane County. Notwithstanding the foregoing, Consultant agrees that it may, at City's request, be joined as a party in any arbitration proceeding between City and any third party that includes a claim or claims that arise out of, or that are related to Consultant' s services under this Agreement. Consultant further agrees that the Arbitrator(s)' decision therein shall be final and binding on Consultant and that judgment may be entered upon it in any court having jurisdiction thereof. New City Hall Council Chambers sound and AV systemPage 5 of 6 DRAFT 18. Cost and Attorney's Fees. The prevailing party in any litigation or arbitration arising out of this Agreement shall be entitled to its attorney's fees and costs of such litigation (including expert witness fees). 19. Entire Agreement. This written Agreement constitutes the entire and complete agreement between the Parties and supersedes any prior oral or written agreements. This Agreement may not be changed, modified, or altered except in writing signed by the Parties hereto. 20. Anti -kickback. No officer or employee of City, having the power or duty to perform an official act or action related to this Agreement shall have or acquire any interest in this Agreement, or have solicited, accepted, or granted a present or future gift, favor, service, or other thing of value from any person with an interest in this Agreement. 21. Business Registration. Prior to commencement of work under this Agreement, Consultant shall register with the City as a business if it has not already done so. 22. Severability. If any section, sentence, clause, or phrase of this Agreement should be held to be invalid for any reason by a court of competent jurisdiction, such invalidity shall not affect the validity of any other section, sentence, clause, or phrase of this Agreement. 23. Exhibits. Exhibits attached and incorporated into this Agreement are: A. Scope of Services B. Fee proposal C. Insurance Certificates The Parties have executed this Agreement this day of ,2017. CITY OF SPOKANE VALLEY Consultant: Mark Calhoun, City Manager By: Its: Authorized Representative ATTEST: Christine Bainbridge, City Clerk APPROVED AS TO FORM: Office of the City Attorney New City Hall Council Chambers sound and AV systemPage 6 of 6 EXHIBIT A - SCOPE OF WORK SECTION 16770 - SOUND AND AV SYSTEMS PART 1— GENERAL PROVISIONS A. Work under this contract includes all labor, materials, tools, transportation services, supervision, coordination, etc., necessary to complete the installation of the sound and Audio Visual (AV) systems, as described in these specifications and illustrated on the associated drawings. The systems include the following major items: 1. Complete sound reinforcement and AV systems including speakers, amplifiers, processors, switchers, mixers, outboard processing equipment, and other related equipment. 2. Cables and control wiring. 3. Equipment rack(s). 4. Control equipment. 5. All networked AV systems will be on the City network. VLANs will be provided as needed by the City. B. The Contractor shall also provide: 1. Verification of dimensions and conditions at the job site. 2. Preparation of submittal information. 3. Installation pursuant to the contract documents, manufacturer's recommendations, and all applicable code requirements. 4. Initial tests and adjustments, written report, and documentation. 5. Instructions for operating personnel; preparation of user manuals. 6. Maintenance services; warranty. RESPONSIBILITY AND RELATED WORK A. The Contractor will have a two week window in which to relocate, integrate and test the owner -provided equipment. Close coordination is required between the Contractor, the owner and other building trades. Page 1 of 27 B. The Contractor shall meet the adopted construction schedule and attend weekly project meetings. The substantial completion date is currently anticipated to be August 31, 2017, but may be moved up depending on a number of factors. C. Coordinate work with the owner, general and electrical subcontractors, and the scheduled work of other trades. D. The Contractor shall be responsible for supplying specialty boxes to the electrical contractor for installation if required. E. Conduit; wireways; floor, wall, pull, and junction boxes; and AC power circuits and ground wiring to the project will be provided by the electrical subcontractor. This shall not, however, relieve the Contractor from responsibility for a complete working system, and coordination with the electrical contractor is required to achieve a proper conduit system. F. AC power shall be distributed within the sound and AV system racks by the sound and AV system installer. G. Contractor shall supply accessories and minor equipment needed for a complete system, even if not specifically mentioned herein or on the drawings, without claim for additional payment. H. The Contractor shall be responsible for providing a complete working system pursuant to the specifications and drawings. Any discrepancies shall be brought to Architects West, the architect on the project, including part numbers or quantities before bid. Failure to provide such notification shall preclude a claim for additional payment. I. Obtain all permits necessary for the execution of any work pertaining to the installation, or any operation by the owner. J. Execute all work pursuant to the National Electric Code, the National Electrical Safety Code, and all applicable local and state codes, ordinances, and regulations. If a conflict develops between the contract documents and the appropriate codes, and which is reported to the architect prior to bid opening, Architects West will prepare the necessary clarification. Where a conflict is reported after contract award, propose a resolution of the conflict and, upon approval, perform work. REFERENCES A. National Fire Protection Association (N.F.P.A.). B. National Electrical Code (N.E.C.). Page 2 of 27 C. American National Safety Institute (A.N.S.I.). D. Electronics Industries Association (E.I.A.). E. Sound System Engineering (2nd Edition), Davis and Davis, Howard W. Sams, 1987. F. Audio System — Design and Installation, Giddings, Howard W. Sams, 1990. G. Related Requirements: All provisions of the Contract, including Division 1, apply to work specified in each section of this Division 16. Section 16010: Electrical — General. Section 16110: Raceway System. Section 16120: Wire and Cable. Section 16134: Outlet Boxes. Section 16147: Device Boxes. Section 16700: Signal and Communications Systems. Section 16741: Sound Systems. SYSTEMS DESCRIPTION A. Sound Reinforcement System. 1. The sound reinforcement system shall consist of the following: a. Integrate the owner's wireless microphone systems into the Council Chambers sound system. b. Provide an interface to owner's telephone system for distribution of the Council meeting audio and owner's background music source (switch selectable) to the music on -hold input of the telephone system. B. AV System. 1. The AV system shall consist of the following: a. The AV system shall consist of several different HDMI and VGA video input locations that can be routed as desired to 8 to 10 different display locations. There shall be video inputs at the Clerk's desk, the podium, and from the Page 3 of 27 owner's existing production switcher. There shall be video displays in several locations in the chambers with locations to be determined. The lobby shall have two displays with the ability to route any desired video to these displays. At the core of the system shall be a 16 input, 16 output high resolution video switcher. This switcher shall also provide video to the production switcher and to two other peripheral rooms in the building. The integrated control system shall provide control of the AV system, along with full control and recall -ability of the sound system. b. Contractor shall provide products as specified. Substitution is allowed only if a specified product becomes unavailable. Refer to the Substitutions paragraph within these specifications. SUBMITTALS A. Submit all shop drawings and submittals pursuant to project standards. Quantities listed herein are the minimum required of Contractor. B. Shop drawings and submittal data shall contain sufficient information to describe the work to be performed. Drawings shall be executed at an appropriate scale, not smaller than 1/8" = 1'0". Submit one reproducible shop drawing set and six blueline sets of drawings; submit six copies of catalog data sheets (8-1/2" x 11') NEATLY BOUND IN SETS. Submit all shop drawing information at the same time. Information shall include but not necessarily be limited to: 1. Wiring diagrams. Complete, detailed wiring diagrams for all systems, based on the contract documents and detailed wiring of connections, both at equipment and between equipment racks and wiring in conduit. 2. Loudspeaker locations, loudspeaker type, video display locations and types, mounting/rigging methods, and total speaker and display assembly weight. 3. Drawings describing fabrication of consoles, enclosures, supports, tables, etc. 4. Location of all equipment within racks, consoles, touch panels wall or on tables, with dimensions, wire routing and cabling within housings; AC power outlet and terminal strip locations. Page 4 of 27 5. Custom Plates. Provide complete shop drawings on custom fabricated plates or panels. Drawings to include dimensioned locations of components, component types, engraving information, and plate material and color. 6. Schematic drawings of any custom circuitry or equipment modifications, including connector pinouts and component lists. 7. A material list of all equipment shall be furnished arranged in specification order. This list shall be followed by catalog data sheets, arranged in specification order, of all equipment to be furnished. Where a data sheet shows more than one product, indicate the model being proposed with an arrow or other appropriate symbol. Failure to provide the submittal material arranged in the same order as the specification material shall result in submittal rejection. C. Final inspection Notification Report. Two copies of a typed, neatly prepared checkout report for each piece of equipment and the entire system shall be prepared and submitted; it shall include: 1. A complete listing of every piece of equipment, the date it was tested and by whom, the results and date re -tested (if failure occurred during any previous tests). 2. The final report shall indicate that every device tested successfully. 3. A performance test report indicating that the system meets all of the installer's testing requirements. D. Contract close-out submittals: 1. Keep a complete set of drawings on the job, note any changes made during installation, and submit one corrected set of reproducible drawings showing work as installed. 2. Submit the following data for review, prepared as indicated, at least one week prior to acceptance testing (exceptions noted): a. System Reference Manual. Furnish three copies in binders, sized to hold the material. Provide tabular dividers with permanent legends for the following sections: (1) System operation and instructions. Prepare a complete and typical procedure for the operation of the equipment as a system, organized by subsystem Page 5 of 27 or activity. This procedure shall describe the operation of all system capabilities. Assume the intended reader of the manual to be technically inexperienced and unfamiliar with this facility. (2) A list of all equipment, indicating manufacturer, model, serial number, and equipment rack location. Update following acceptance testing, if changed. (3) As -built wiring diagrams and system block diagrams. A list of settings of all semi -fixed controls and speaker information as applicable. Update following acceptance testing. (4) Photographically -reproduced schematic wiring diagrams of each major sub -system, based on the as -built documentation, at a reduced scale which is easy to handle but fully legible. Maintenance instructions, including installer's maintenance phone number(s) and hours; maintenance schedule; description of products recommended or provided for maintenance purposes; and instructions for the proper use of these products. (5) QUESTIONS Any other pertinent data generated during the project or required for future service. Submit questions about the drawings and specifications to the engineer in writing. Replies will be issued to all bidders of record as addenda to the drawings and specifications and will become part of the Contract Documents. The engineer and owner will not be responsible for oral clarification. Questions received less than 72 hours before the bid opening will not be answered. SUBSTITUTIONS A. Request for substitutions shall be submitted using the form contained in this document package. Requests shall be submitted to the engineer no later than one week before the bid opening. Confirmation of the acceptance of substitutions shall be issued to all bidders of record as addenda to the drawings and specifications and shall become part of the Contract Documents. The engineer and owner will not be responsible for oral clarification. Page 6 of 27 A. Substitutions after bid award shall only be considered when a product becomes unavailable through no fault of the Contractor. B. Document each request with complete data substantiating compliance of proposed substitution with Contract Documents. QUALITY ASSURANCE: A. Qualifications of Experience. The following criteria shall be used as a standard for judging installation qualification and project experience: 1. Installing Contractor to have previously installed jobs of similar magnitude completed within the last seven years. Similar magnitude includes: equal or larger venue size, system cost, and complexity. Provide evidence of at least three such completed job within 100 miles of Spokane for inspection by the owner and engineer. Information to include project scope, system description, and system cost. 2. Installing Contractor to have at least five years of experience with equipment and systems of the types specified. 3. The installing Contractor shall be able to provide on-site service within 4 hours of a service call. The Contractor shall be a franchised dealer and authorized service facility for the major brands specified. Companies not meeting these requirements listed above will be deemed by the City as not responsible bidders. 4. To qualify as a bidder, the installation shall be made by a licensed and bonded contractor holding a valid Electrical Contractor's License and Administrator's Certificate as prescribed by the state of Washington. All work covered by this specification is to be performed by a holder of a current state of Washington Specialty Electrician for limited energy systems. 5. The installing Contractor shall have staffing and computer systems to produce acceptable quality shop drawings and project record documents. Schematic diagrams, speaker location, orientation, rigging, fabrication, and layout details to be produced using AutoCAD 2014 or newer. 6. The Contractor shall employ individuals with advanced training in the proper installation of high level speaker systems and AV control systems. Page 7 of 27 B. Contractor Qualification Submittals. Submittals for qualification must include all of the following: 1. A description of the installing Contractor's fulfillment of qualifications and experience in all areas listed in the prior section A, under Quality Assurance. 2. A brief company description outlining company history including how long the company has been in business, the number of personnel employed, etc. 3. Representative project list. Include a project description and a reference point of contact. 4. Samples of project documentation. Include schematic diagrams, speaker orientation and rigging details, panel fabrication details, and any other applicable documentation. 5. Contractors who are approved by addenda may submit pricing as an alternate. PROJECT CONDITIONS A. Verify all conditions on the jobsite applicable to this work. Notify the architect in writing of discrepancies, conflicts, or omissions promptly upon discovery. B. The drawings diagrammatically show cables, conduit, wiring, and arrangements of equipment fitting the space available without interference. If conditions exist at the jobsite which make it impossible to install work as shown, recommend solutions and/or submit drawings to the architect for approval, showing how the work may be installed. ACCEPTANCE TESTING A. Upon completion of installation and initial tests and adjustments specified in Part 3, acceptance testing shall be performed by the architect's engineer or representative. B. Provide personnel familiar with all aspects of the system to assist during acceptance testing in accordance with Part 3 of this specification. C. The process of acceptance testing the system may necessitate moving and adjusting certain component parts; perform such adjustments without claim for additional payment. Page 8 of 27 WARRANTY A. Installer shall warrant equipment to be free of defects in materials and workmanship for not less than one year after date of substantial completion. Defects occurring in labor or materials within the one-year warranty shall be rectified by replacement or repair. Within the warranty period, provide answers to service calls and requests for information within a 4 -hour period, and repair or replace any faulty item within a 72 - hour period without charge, including parts and labor. B. This warranty shall not void specific warranties issued by manufacturers for greater periods of time, nor shall it void any rights guaranteed to the owner by law. C. Contractor to provide owner with exact beginning and ending dates of the warranty period. Include the name of the person to call for service with a telephone number. This information to be part of project record drawings. PART 2 — PRODUCTS ACCEPTABLE MANUFACTURERS A. Model numbers and manufacturers included in this specification are listed as a standard of quality. Equivalent substitutions may be allowed. Any proposed substitutions shall meet all specifications of the specified equipment. B. Other qualified manufacturers may be considered, subject to approval by owner and engineer, after review of complete technical data. C. These specifications are based upon the system components as manufactured by Crestron control and input devices, TOA and JBL Professional Loudspeakers, QSC Audio Amplifiers, QSC Integral Signal Processing, Yamaha mixing consoles, Shure Brothers Microphone Systems, and other ancillary products. GENERAL A. All equipment and materials shall be new, and shall conform to applicable UL, CSA, and ANSI provisions. Care should be exercised during installation to prevent scratches, dents, chips, etc. B. Regardless of the length or completeness of the descriptive paragraph herein, each device shall meet all of its published manufacturer's specifications. Verify performance as required. Where two or more acceptable products are listed, the installer may use either at his option. Page 9 of 27 C. Install all rack mounted equipment with black 10-32 button head machine screws with Allen drive or stainless steel 10-32, oval head machine screws, Phillips drive. D. Provide shaft locks or security covers on all non -user operated equipment having front panel controls. Install this equipment at the conclusion of acceptance testing as described in Part 3. E. Provide engraved labels at the front and rear of all signal processing equipment mounted in racks. Mount labels on the equipment and attach in a neat, plumb, and permanent manner. Embossed labels will not be accepted. Provide engraved labels at the rear only of equipment mounted in furniture consoles. F. Custom rack panels shall be 1/8" thick aluminum, standard EIA sizes, brushed black anodized finish unless otherwise noted. (Brush in direction of aluminum grain only.) Custom connector plates (speaker, microphone, etc.) are typically stainless steel; however, it is installer's responsibility to verify plate finish with the architect. Plastic plates shall not be accepted. G. All engraving shall be 1/8" block sans serif characters unless noted otherwise. On dark panels or pushbuttons, letters shall be white; on stainless steel brushed natural aluminum plates, or light-colored pushbuttons, letters shall be black. H. Mount trim potentiometers, custom circuit cards, relays, and transformers (except large 70V units) in shielded enclosures, and mark their function and connections with engraved labels. I. Pursuant to IEC -268 standard, all XLR connectors shall be wired pin 2 high, pin 3 low, and pin 1 shield. EQUIPMENT SUPPLIER A. All sound and AV system equipment as specified shall be supplied and installed by authorized factory distributors. B. All components and materials supplied to be new, of the manufacturer's latest model, and accompanied by full manufacturer's warranty. C. Single Source Responsibility. Provide material produced by a single manufacturer for each type of material or equipment item. D. The sound reinforcement and AV system contractor shall furnish and install all materials, even though not specifically mentioned herein, which are necessary for the proper implementation of the system so that the Page 10 of 27 system shall perform the functions listed herein in compliance with all the specified requirements. Only race way and wire pulling can be sub bid out of this section. System supplier is responsible for system wire and installing all devices. QUALITY ASSURANCE Manufacturer's Qualifications Firm (material producer) with more than three years of production experience, whose published literature clearly indicates general compliance of products with requirements of this section. PART 3 — PRODUCTS MATERIALS . The speaker system shall be constant voltage and provide for even distribution of sound throughout the facility and as indicated on the drawings. The AV system shall be professional quality and provide video distribution, selectivity, recording, broadcast capabilities and ease of use for the end user. A. Speakers. 1. Council Room mid/high frequency speakers. a. System type: Modular compact two-way full range. b. Frequency Response: 70 — 20,000Hz. c. Sensitivity: 97 dB SPL 1w/1m in 45 -degree mode. d. Power handling: 200 watts continuous, 600 watts peak. e. Transducers: 4-4.72" LF cone, 12-1.0" direct radiating dome tweeters. f. TOA HX -5B (BLACK). Provide wall -mounting hardware and safety cables with attachment points, TOA HY-PF1B flying hardware. Quantity and location as shown on the drawings. g. Successful contractor shall provide within their submittal an EASE model of their design. 2. Council Chambers low frequency speakers. a. System type: Subwoofer. b. Frequency Response: 40— 1.2 kHz. Page 11 of 27 c. Sensitivity: 90 dB SPL. d. Power Handling: 600 watts continuous. e. Transducers: 12" high power subwoofer. f. TOA FB -120B (BLACK). Provide flying hardware and safety cables with attachment points, TOA HY-PF1B (BLACK) flying hardware. Quantity two. 3. Council and Conference Room Ceiling Speakers. a. System type: Two-way full range coaxial speaker system. b. Frequency response: 55-20,000Hz. c. Power Handling: 150 watts program, 75 watts continuous. d. Transducer: 6.5" LF with a 1" soft dome w/dampening, ferrofluid-cooled. e. JBL Control 47C/T with speaker with MTC-47NC new construction bracket for hard lid areas. Quantity as shown on the drawings. 4. Lobby Surface Wall Speakers. a. System type: Two-way full range speaker system. b. Frequency Response: 45-20,000Hz. c. Power Handling: 240 watts program, 90 watts continuous. d. Transducer: 8" LF with a 1" PEI diaphragm tweeter w/fluid cooling. e. JBL Control 28-1 with speaker with integral mounting hardware. Quantity as shown on the drawings. 5. Control room monitor speakers. a. System type: Two-way full range studio monitor speaker system. b. Frequency Response: 37-24kHz. c. Power Amplifier: 56 watts Class D low frequency and high frequency. Page 12 of 27 d. Transducer: 8" LF with a HF 1" soft dome tweeter. e. JBL LSR308 powered studio monitor speaker. Quantity two. B. Digital Signal Processor Base Bid. 1. System type: Modular Integrated System Platform with Dante. 2. On -board slots accommodating all Q -SYS I/O cards. Quantity eight. 3. QSC Core 500i card cage. Quantity one. 4. QSC CIML4 input cards. Quantity two. 5. QSC COL4 output cards. Quantity two. 6. QSC CODP4 4 channel dataport cards. Quantity two. 7. QSC CDN64 Dante card. Quantity one. 8. QSC DPC-6 dataport cables. Quantity four. 9. QSC CR1 Card riser filler plate. Quantity one. 10. Pakedge S3 -24P -01 -US 24 PoE+ gigabit switch. Quantity one. C. Amplifiers. 1. 70 -volt distributed speaker systems amplifiers. a. Power Handling: 220 watts per channel 70 volt, with dataports and 250 watts per channel 70 volt bridged mode. b. Frequency Response: 20-20kHz. c. Signal to Noise Ratio:-100dB. d. QSC CX204V, Council Chambers, quantity as shown on drawings. e. QSC SPA2-60 Conference Room N104. quantity as shown on the drawings. 2. Amplifier Council Chambers main line arrays. a. Power handling: 1,200 watts per channel 8 ohms x 4. b. Frequency Response: 20-20kHz c. Signal to Noise Ratio:-101dB. Page 13 of 27 d. QSC CDX4.6Q quantity as shown on the drawings. D. Sound and AV cable/hardware. 1. Jacketed full range distributed speaker cable, West Penn 224, 16 AWG UTP. 2. Jacketed full range and sub -woofer line array speaker cable, West Penn 227, 12 AWG UTP. 3. Jacketed CAT6 Dante cable, West Penn 4246, 22 AWG, CAT6 cable. 4. Jacketed microphone and line level cable, West Penn 291 and 454, 22 AWG STP locations as shown on the drawings. 5. Crestron DM -CBL -8G -P Digital Media 8G+ plenum cable. 6. Dais input plate: Provide a single gang input plate with one-XLR female mic input. 7. Provide a two gang record output plate for Council meeting recording located at the Clerk's desk with quantity two -3.5mm record output receptacles with Extron ASA141 balanced to unbalanced audio transformers. 8. Floor pockets. a. Provide tie line receptacles in audience floor pockets provided by others with one -XLR female and one XLR male at each location shown on the drawings. 9. Provide quantity. One RDL RU-MLD4T 1X4 mic/line distribution amplifier located in the equipment rack. Provide RU-RA3A 1RU rack mount hardware, PS-24AS power supply and quantity. Two - AMS-HR6 receptacle mounting panel for a patchable press feed and connectivity to floor box tie line locations. Provide connectors pursuant to bid drawings. 10. Provide proper summing of stereo unbalanced audio signals to balanced mono using an Extron ASA141 stereo to mono balancing transformer. Quantity as required. 11. Provide a logic controlled relay to accomplish switching the owner's telephone music on -hold input between standard music on hold and Council meeting audio. RDL ST-LCR2 logic controlled relay with PS-24AS power supply. Refer to system drawings. Page 14 of 27 12. Clerk's mixer location equipment rack location: Provide one pair - rack rails shall be Lowell Model RRTF-7. The rails shall be fabricated from 11 gauge steel and have a black powder epoxy finish. Each rail shall measure seven rack units and be tapped on one side to accept threaded 10-32 screws. The rails shall also feature a printed scale showing rack unit increments. Rails shall be cut to 4RU length and mounted per design drawings. C. Microphone. 1. Wireless microphone. a. Incorporate the owner's 16 existing Shure MXW desktop gooseneck wireless microphone systems and four Shure MXW wireless boundary microphones into the sound system configuration. (Mixture of up to 16 MXW wireless mics shall be paired and operational at any given time). b. Shure MXWAPT8 8 channel wireless access point, provide quantity three. 2. Wired microphone. a. Provide and install a podium microphone, Shure model MX418SE/C. Coordinate with podium supplier. D. RF Assistive listening. 1. Provide an assistive -listening system for use in the Council meeting room. 2. Transmitter shall have two mixing audio input channels and one mixed-signal output with the capability of 57 selectable channels. Listen model LT -800-216 with LA -326 rack mount kit and LA -124 remote antenna. Provide quantity one each. 3. Receivers shall DSP SQ noise reduction technology and be frequency agile. Quantity five - Listen model LR -4200-216 receiver with LA -401 ear speaker. Provide with quantity two -LA -430 Neck Loops and Qty. 2- LA -423 four -port chargers. E. Mixers. 1. Council Chamber mixers. Incorporate the owner's Shure SCM -820 eight channel digital mixers to be located at the Clerk's desk equipment enclosure. Quantity three, as shown on the drawings. Page 15 of 27 2. Broadcast Video Control Room Mixer. Yamaha TF3 Digital Mixing Console Provide with Yamaha NY -64D Network card. Quantity one each. F. Equipment Cabinet. 1. Lowell LGR-4027 40RU, quantity two - ganged floor rack with quantity one pair -steel side panels LGR-4027S, quantity two -rear rack rails RRD-40, quantity two - leveling feet LL, quantity two-FW4- 7T quiet fan tops and quantity two. -Lowell ACS -1524 Power Strips. 2. Furman PL -PLUS -DMC equipment rack conditioned power (quantity one each). 3. Furman PL -Plus DMC, Clerk's Shure mixer equipment cabinet conditioned power (quantity one each). 4. Fill all unused spaces with blank or vent panels. G. Custom Video Switcher. 1. Fully modular and expandable 16x16 digital media matrix switcher. 2. Provides for complete management for SD, HD, UHD, 2K, 4K and computer signals with advanced HDCP support, EDID resolution management, CEC signal management USB signal routing, integrated ethernet switch, simultaneous 7.1 and stereo audio, H264 streaming and a full range of input and output types. 3. Custom Video Switcher shall be a Crestron DM-MD16X16-RPS. Provide quantity one. I. 4K Digital media receiver, Room controller. 1. Provide a controller and interface for an HD or 4K display a part of a complete digital media system. 2. Receiver/Controller shall be a Crestron DM -RMC -4K Scaler/Controller. Provide quantity nine for dais displays. J. Touch Screens. 1. Clerk's desk system control touch screen shall be Crestron TSW-1060 10" with Crestron TSW-1060-TTK-B-S base and C2G black patch cable. 2. Lobby wall mounted single gang touch screen shall be Crestron TPMC- 3SMD. Page 16 of 27 3. Conference room N104 touch screen shall be 7" Crestron TSW-760. Touch screen shall be wall -mounted. 4. Quantity One Crestron TPMC-4SM touch screen (owner furnished) to be installed at reception desk. Provide quantity One. Crestron TTK-4SM-B-S table top kit. Connect to nearest IDF, PoE is required. This touch screen will control telephone audio for Council meetings on hold, lobby volume and future functions as directed by the programming scope. K. Control Processor. 1. Rack mountable 3 -Series system control processor, expanded memory, integrated control ports, and optional control card expansion slots. 2. Control system shall be Crestron AV3. L. Digital Media Transmitter. 1. Remote input connection for 4K HDMI and VGA sources connecting to the input of a DM Switcher. 2. Digital Media Transmitter shall be Crestron DM -TX -4K -302-C. M. HDMI Transmitter. Single -gang mountable interface for an HD or 4K source for Clerk's desk. Crestron DM -TX -4K -100-1G. Provide quantity four at Clerk's desk. N. Transmitter -receiver power supply. 1. Provide a power supply capable of powering up to 16 PoDM powered devices, to be located in central equipment rack. 2. Power supply shall be Crestron DM-PSU-16. O. Meeting Room N212 presentation switcher. Switcher to interface with Council Chambers AV system and Room N212 AV system under a different contract. 1. Ultra-high definition presentation switcher for control room. 2. Presentation switcher shall be Crestron DMPS3-4K-150-C. P. HDMI to HDSDI SDI Converters 1. Converts HDMI to HDSDI, provides two outputs from single HDMI input. Page 17 of 27 2. HDMI to HDSDI converter shall be AJA HAS. Provide quantity two. Q. Dais Displays. 1. Dais video distribution amplifiers shall be Altona AT-UHD-CAT-8 HDMI to HDBaseT distribution amplifiers. Provide quantity one. 2. Dais 4K/UHD HDMI over HDBaseT receiver with control and PoE shall be Altona AT-UHD-EX-70C-RX. Provide quantity eight. 3. Dais 4K digital scaler shall be Crestron DM -RMC -4K -SCALER -C. Provide quantity one. 4. Dais HDMI distribution amplifiers shall be Crestron HD -DA -2. Provide quantity one. 5. Dais displays shall be ASUS Ve198T 19" LED monitor. Provide quantity nine. To be mounted per design drawings. Dais displays shall be mounted with Chief Mfg. FTR100 small flat panel tilt wall mount. Mounting to be verified. 6. Dais cables shall be C2G-41363 (quantity one) and C2G 42516 HDMI to DVI (quantity nine). R. Front wall, audience and lobby displays. 1. Front wall displays shall be Samsung DM82D with Chief XTM1U with single pole flat panel ceiling mount. Provide quantity two. 2. Mid -audience displays shall be Samsung ED75E with Chief XCM1U display mounts and XTM1U ceiling plates. Provide quantity two. 3. Lobby displays shall be Samsung DC55E with Chief LTM1U tilting wall mounts. Provide quantity two. S. Conference Room N104 table top Interface. Table top interface shall allow user accessible cable cubby with retractable cables that will connect to the Crestron DM transmitter. The cable cubby shall be an Extron Cable Cubby 700 (70-1046-02) with one each of the following accessories: 1. 60-1384-01 AC+USB 222 US (US two AC & two USB Outlets). 2. 70-1066-01 Retractor XL VGA. 3. 70-1066-02 Retractor XL PC Audio. Page 18 of 27 4. 70-1066-04 Retractor XL HDMI. 5. 70-678-00 Retractor horizontal mounting bracket kit - For horizontal mounting applications. T. Owner Provided Equipment. 1. Quantity two - Sharp 80" displays with existing mounts to be installed in Conference Room N104 and Conference Room S212. 2. Quantity 1 - Crestron TPMC-4SM touch screen to be installed at reception desk. Provide quantity one Crestron TTK-4SM-B-S table top kit. Connect to nearest IDF, PoE is required. This touch screen will control telephone audio for Council meetings on hold, lobby volume and future functions as defined by the programming scope. 3. Quantity one - Denon DN -700R network scheduled recorder to be installed in the main equipment rack and connected to the new digital signal processor for recording purposes. 4. Quantity two - Sennheiser EW112G3 wireless lapel mic systems to be connected to owner provided Shure SCM820-DAN mixers at Clerk's desk via the Dante network using the analog inputs on the DSP. Provide quantity one-Sennheiser G3FrontKit4. Antennas shall be remotely mounted within the room connected to antenna combiner. 5. Shure MXW wireless microphone system using a combination of up to 16 desktop microphones or four MXW boundary microphones of. A maximum 16 channels of MXW shall be used at a time. Provide quantity three- Shure MXWAPT8 8 channel wireless access points. U. Digital Signage Player. Provide quantity two - Tightrope CAR -260 Carousel 260 Media Appliance PC with server license for up to five player connections. Locate in main equipment rack with connections to network switch within the scope of this work and video connection to Crestron DM switch. V. System Operation. Page 19 of 27 1. The system shall provide for the mixing, amplification and switching to allow for full bandwidth program material and articulate speech. 2. Speaker systems shall be a high quality and utilizing both a low and high impedance design depending upon area application. W. Performance Requirements. Provide even distribution of the sound throughout the Council Chambers, lobby and conference room areas. Provide equalization to provide uniform frequency response. X. Execution. 1. Coordinate work with other trades to avoid causing delays in construction schedule. 2. Mount equipment and enclosures plumb and square. Permanently installed equipment to be firmly and safely held in place. Design equipment supports to support loads imposed with a safety factor of at least three. Seismic bracing shall be installed on appropriate equipment where local codes require such installation. 3. Cover edges of cable pass-through holes in chassis, racks, boxes, etc., with rubber grommets or Brady GRNY nylon grommets. 4. Crestron, Audio DSP programming and Dante Audio network configuration: All programming shall be done by manufacturer certified programmer for the specified products. Contractor shall be responsible for understanding the full scope of the design in order to guide the customer through all possibilities and options for control. Operation of all end-user interfaces shall be intuitive to the user. a. Contractor shall be responsible for coordinating a control system design meeting with the owner. The goals of this coordination are: 1. Design system control. 2. Design touch panel layouts. 3. Coordinate end-user training to meet the timeline of the installation schedule and to be prepared for first use of system. Page 20 of 27 b. Contractor shall be responsible to make changes to the control system, touch panel designs, and other system parameters as desired by the owner for a period of one year from substantial completion. 4. AC Power and Grounding. a. Coordinate final connection of power and ground wiring to racks. Hardwire power wiring directly to internal AC receptacles to ensure uninterrupted operation. b. Install 3 -conductor, isolated ground, 15 A, 120 VAC outlets in the equipment rack. Provide a minimum of one spare duplex outlet in the rack. Label each outlet as to which AC circuit is feeding it and provide the same information in the circuit breaker panel. Y. Equipment Racks. 1. Mount equipment in racks and consoles and fully wire and test before delivery to job site. If field conditions prevent prior assembly or racks, notify engineer in writing that racks will be fabricated on site and the reasons for the charge. Internal wiring and outfitting of existing control room racks to match style and arrangement of new racks. 2. Provide ventilation adequate to keep temperature within the rack below 100 degrees F. Provide whisper type ventilation fan in each rack if temperature in or around rack rises above 100 degrees F with power on for five continuous hours. 3. Looking at the rack from the rear, locate AC power wiring on the left; line level audio, video, and RF wiring on the right. Panels or equipment mounted on the rear rack rails shall not block access to any front mounted components. Z. System Wiring. 1. Prevent and guard against electromagnetic and electrostatic hum. For line level audio signals, float cable shields at the output of source device. Shields not connected shall be folded back over cable jacket and covered with heat -shrink tubing. Do not cut off unused shields. 2. Exercise care in wiring; damaged cables or equipment shall not be accepted. Isolated cables of different signals or different levels; Page 21 of 27 and separate, organize, and route to restrict channel crosstalk or feedback oscillation in any amplifier section. Keep wiring separated into groups for microphone level circuits, line level circuits, loudspeaker circuits, and power circuits. 3. Make joints and connections with rosin -core solder or with mechanical connectors approved by the architect; where spade lugs are used, crimp properly with ratchet type tool. Spade lugs mounted on 22 gauge or smaller cable to be soldered after crimping. 4. Execute wiring in strict adherence to: a. Phillip Giddings. Audio System Design and Installation. Indianapolis: Howard W. Sams & Co., 1990. b. Don Davis and Carolyn Davis. Appendix II, Recommended Wiring Practices. In Sound System Engineering, 2nd Edition. Indianapolis: Howard W. Sams & Co., 1989. 5. Pursuant to standard professional practice. a. Wiring entering equipment racks should connect via terminal blocks. Terminal blocks shall be fully exposed, labeled, and mounted in rack. If quantity of terminals is too numerous to fit in rack, terminal blocks may be located on the wall mounted to a plywood terminal board adjacent to rack. Mounting boards shall be 3/4 inch A/C grade of hardwood plywood painted flat black. Terminal board wiring shall meet the same requirements as internal rack wiring described below. b. Route unbroken microphone, audio line, and control wiring from receptacle plate/chassis to patch panel/rack. Remove spliced cables and replace without additional charge to the owner. c. Connect cable to captivate components through screw terminal connections and spade lugs whenever available. Make connections to speaker transformers with properly sized closed-end connectors, crimped with factory approved ratchet type tool. Wire nut or "Scotchlock" connectors are prohibited. Do not wrap audio cable splices or connections with adhesive backed tape. Page 22 of 27 6. Run vertical wiring inside rack in properly sized plastic raceway with snap -on covers (PanduitType E series). Horizontal wiring in rack to be neatly tied in manageable bundles with cable lengths cut to minimize excess cable slack but still allow for service and testing. Provide horizontal support bars if cable bundles sag. Neatly bundle excess AC power cable from rack mounted equipment with plastic cable ties. Rack wiring to be bundled with plastic cable ties or lacing twine. Electrical tape and adhesive backed cable tie anchors are prohibited. 7. Connect loudspeakers positive polarity, a positive pressure at the microphone will cause a positive pressure at the speaker diagram. Use the same wire color code for speaker wiring throughout the project. 8. Provide adequate service loops so that equipment mounted on rack slides may be pulled fully out, to their locked position without straining cable. 9. Wiring and connections shall be completely visible and labeled in rack. Termination resistors shall be one per cent tolerance; fully visible and not concealed within equipment or connectors. 10. Isolate cables carrying signals at different levels and separate to restrict channel bleed -through and feedback oscillation in any amplifier section. 11. Keep wiring separated into five groups of conduit provided for microphone level circuits (level below—20dBm), line level circuits (up to +30dBm), loudspeaker circuits (above +30 dBm), video and power circuits. 12. Isolate all wiring from conduit ground. AA. Equipment and Cable Labeling. 1. Provide engraved labels on the front and rear of active equipment mounted in racks. Mount labels in a neat, plumb and permanent manner. Embossed labels are not acceptable. Equipment labels to have at least three lines of engraving with the first line listing the general name of the device. 2. Provide an engraved label over each user -operated control that describes the function or purpose of the control. Label size to be adjusted to fit available space. Page 23 of 27 3. Engraved labels to have 1/8 inch high characters minimum. Labels to be black with white characters except where indicated. 4. Cables and wiring to be logically, legibly and permanently labeled for easy identification. Labels on cables to be adhesive strip type covered with clear heat -shrink tubing. Factory stamped heat shrink tubing may be used in lieu of the adhesive strip style label. Hand- written or self -laminating type labels are not acceptable. 5. Wiring designations to be an alpha -numeric code that is unique for each cable. Locate the cable designation at the start and end of each cable run and within two inches of the point of termination or connection. For cable runs that have intermediate splice points, the cable shall have the same designation throughout with an additional suffix to indicate each segment of the run. Actual cable designation assignments to be determined by Contractor. Add cable designation codes to system schematic drawings included with project record drawings. 6. Label each terminal strip with a unique identification code in addition to a numerical label (Cinch MS series) for each terminal. Show terminal strip codes on system schematic drawings included with project record drawings. 7. Provide adhesive labels on the rear of equipment where cables attach to indicate the designation of the cable connected at that point. CONTRACTOR TESTS AND ADJUSTMENTS A. Verify the following before beginning actual tests and adjustments on the system: 1. Electronic devices are properly grounded. 2. Powered devices have AC power from the proper circuit and hot, neutral, and ground conductors are connected correctly. 3. Insulation and shrink tubing are present where required. 4. Dust, debris, solder splatter, etc. is removed. 5. Cable is dressed, routed, and labeled; connections are consistent with regard to polarity. B. Preparation for acceptance, prior to final inspection: Page 24 of 27 1. Temporary facilities and utilities shall be properly disconnected, removed and disposed of off-site. 2. All systems, equipment and devices shall be in full and proper adjustment and operation, and properly labeled and identified. 3. All materials shall be neat, clean and unmarred and parts securely attached. 4. All broken work, including glass, raised flooring and supports, ceiling tiles and supports, walls, doors, etc. shall be replaced or properly repaired, and debris cleaned up and discarded. 5. All extra materials, portable equipment, and spares shall be delivered and stored at the premises as directed. C. Audio system tests. Perform the following tests and adjustments, supplying test equipment required. Follow EIA Standards RS -160 and RS - 219 in performing tests. Make corrections necessary to bring system(s) into compliance with the specifications. 1. Measure and record the impedance of each loudspeaker/speaker line circuit terminating at the equipment rack. Use 100 Hz for low frequency speakers, 1k Hz for mid-range speakers, 4k Hz for high frequency horns. For full range devices, use 1k Hz. 2. Check polarity of loudspeakers with an electronics polarity checker and by applying music program or constant power per octave (pink noise) signal to system while walking through the transition areas of coverage from one loudspeaker to the next. Transition should be smooth with no apparent shift in source from one speaker to the next. TEST EQUIPMENT A. Provide the following equipment on site for final acceptance testing. Test equipment to be available for the entire period through final system acceptance. Prior to start of testing, provide a list to the owner of test equipment make and model numbers that will be used. 1. Sound level meter: ANSI S1.4-1971 Type S1A with digital or analog display. Meter to provide ranges of 40 to 120 dBA. 2. Impedance Meter: Capable of testing audio lines at three frequencies, minimum, between 250 Hz and 4k Hz. Measurement range: lohm to 100k ohms. Page 25 of 27 ACCEPTANCE A. Acceptance testing will include operation of each major system and any other components deemed necessary. Contractor shall assist in this testing and provide required test equipment. Contractor shall provide at least one technician familiar with installation, available for the entire testing period (day and night), to assist in tests, adjustments, and final modifications. Tools and material required to make any necessary repairs, corrections, or adjustments shall be furnished by the Contractor. Testing process is estimated to take a minimum of 16 hours. B. The following procedures shall be performed by the Contractor on each system: 1. The audio fidelity test shall consist of driving the system with pink noise and measuring the response from 40 Hz to 16k Hz. Control functions shall be checked for proper operation, from controlling devices to controlled devices. 2. Adjust, balance, and align equipment for optimum quality and to meet the manufacturer's published specifications. Establish and mark normal settings for each level control, and record these settings, in the "System Operation and Maintenance Manual". 3. Installed and loose equipment will be inventoried for correct quantity. 4. Any other test on any piece of equipment or system deemed appropriate. C. In the event the need for further adjustment or work becomes evident during equalization or acceptance testing, the Contractor will continue his work until the system is acceptable at no addition to the contract price. INSTRUCTION OF OWNER PERSONNEL A. Provide one technician on site for one day for instruction to owner designated personnel on the use and operation of the system, scheduled by an instructor fully knowledgeable and qualified in system operation. The System Reference Manuals should be complete and on site at the time of this instruction. B. The lead technician for the project installation should be present at the first formal use of the system. Page 26 of 27 END OF SECTION 16770 Page 27 of 27 LEvco Sound & Eectroncs9 inc. 35 1 1 E. Trent Spokane, Wa. • Since 1969 • 509.535.8718 • evcosound.com Bid Proposal Date: 4/5/2017 Job Title: City of Spokane Valley - RFP - New City Hall Council Chambers Audio/Visual System Section: 00100 Request for proposals Section: 00200a 16 770 SOUND AND AV SYSTEMS Total for communication systems listed above: $218,797.44 Tax 8.8% $ 19,254.17 Total $238,051.61 Addendums: 0: EVCO has acknowledged alt addendums listed herein. EVCO is approved to supply and install all equipment for the systems listed above. EVCO is the approved integrator for all systems listed above. AIV: Price includes: equipment, submittals, shop drawings, programming, startup, testing and end user training. THIS SYSTEM IS TURN ICEY with the exception of bulletcd items below. • Electrical contractor to provide all 120VAC connections to this system. • Electrical contractor to provide and install all raceway & back boxes. • Electrical contractor to install all specialty back boxes provided by EVCO for this system. • EVCO relocate any existing City owned hardware to be repuiposed into new system. • Ail AN cable for this system is supplied and installed by EVCO. Category cable for classroom devices is provided and installed by others. Cable is Plenum rated. SPECIAL NOTES: EVCO will require the electrical contractor to supply a lift for all high work for use on systems listed above. BY: I{evin Bauer, General Manager 3511 E Trent Ave ._. Spokane, \VA 99202-- (509) 535-8718 (509) 534-2795 Fax EVCOSOU-01 PWACHTER ACORerDATE 4,..------ CERTIFICATE OF LIABILITY INSURANCE (MMIDOWYYY) 6/7/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the polIcy(les) must be endorsed. I( SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on thls certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER Moloney O'NeilWWAlllant Insurance Services Inc. 818 W. Riverside Ste 800 Spokane, WA 99201 p ++REACT Amber Comfort, CIC, ACSR HONE 509 325-3024 F 1 c No. Ext): ( l ra, No): A�11 acomfort@mo-Ins.com ADDRESS: l� INSURER(S) AFFORDING COVERAGE NAM >I INSURER n : Continental Western Insuranco Company 10804 INSURED Evco Sound & Electronics Inc 3511 E Trent Spokane, WA 99202 INSURER D : INSURER C: INSURER O: S 1,000,000 sur E: INSURER F: CLAtM9-t,1ADE n occuR COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE -ADDL rlIS0 SUER WVD POLICY NUMBER POLICY FF (MMIbp POLIOY EXP MMIDDIYYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE S 1,000,000 CLAtM9-t,1ADE n occuR X CPA284942727 11126!2015 11/2612016 Wel ls�s (TE;E,"r,� enu:) s 300,000 MED EXPVAny one person) S 10,000 PERSONAL S ADV INJURY 5 1,000,000 GENL AGGREGATE LIMIT API�PLIESPER: GENERAL AGGREGATE S 2,000,000 POLICY X +ECT I I LOC PRODUCTS •COMP/OP AGO S 2,000,000 OTHER 5 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ma acedenl)a . s 1,000000 A X ANYAUTO CPA284942727 1112612015 11126/2016 BODILY INJURY (Per person) S — ALL OWNED AUTOS SCHEDULED AUTOS • BODILY INJURY (Pet accident) 5 HIRED AUTOS ,�. N AUUTOSTOS EO PROPERTY DAMAGE War accident) 5 _ S UMBRELLA LIAO OCCUR EACH OCCURRENCE $ EXCESS LIAR _ CLAIMS -MADE AGGREGATE S DEO 1 RETENTIONS S WORKERS COMPENSATIOIJ 1 STATUTE ERH A AND EMPLOYERS' LIABILITY ANYPRDPRIETORIPARTNERfEXECUTNE YlN CPA284942727 11/26/2015 11/2612016 E.L.EACH ACCIDE4JT $ 1,000,000 OFFICERJMEMSEREXCLUDE07 (Mandatory In 4111) ■ N!A E.L. DISEASE • EA EMPLOYEE S 1,000,000 1l yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LI11JT $ 1,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS! VEHICLES (ACORD 101, Additlonat Remarks Schedule, may be oHached If mob apace Is rector ed) RE: City of Spokane Valley City Hall CERTIFICATE HOLDER CANCELLATION Peterson Electric 5622 N Myrtle street Spokane, WA 99217 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCOROANCE WITH THE POLICY PROVISIONS. AUTNOR¢ED REPRESENTATIVE dr:-% • fi-r".-1 ACORD 25 (2014101) ©1988.2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Siaane do•OValley. 11707 E Sprague Ave Suite 106 0 Spokane Valley WA 99206 509.921.1000 0 Fax: 509.921.1008 0 cityhall@spokanevalley.org CITY OF SPOKANE VALLEY REQUEST FOR PROPOSALS New City hall Council Chambers Audio/Visual system Due Date: 12:00 p.ni., April 5, 2017 The City of Spokane Valley (the "City") is seeking a vendor to install a pre -design Audio/Visual system in the council chambers of the new city hall through this Request for Proposals ("RFP"). Bacicground.information The City of Spokane Valley is a non -charter code city organized under Title 35A RCW, and has a Council -Manager form of government. The City Council consists of seven members elected at - large. The Mayor is elected by his fellow Councilmembers, and serves as the Chair of the Council. The City Manager directs all City operations. The City Manager seeks at all times to develop and implement a "best practices" approach in operating the City government and to achieve a balanced, efficient, economical, and quality service delivery. The City of Spokane Valley incorporated March 31, 2003, and is currently the ninth largest city in Washington, encompassing 38.5 square miles. Its current population is approximately 94,000. The City is part of the larger Spokane metropolitan area of approximately 450,000. The City generally considers itself to be a "contract" city, with many core services provided by contract with private or other public entities. The city is in the process of building a new city hall and is looking to put in an audio/visual system in its new council chambers. Vendor will have to coordinate installation with the general contractor and city IT staff. Project needs to be completed by August 31st, 2017. Communications All communications related to responding to this RFP are to be directed to Greg Bingatnan, IT Specialist at bing@spokanevalley.org spokanevalley.org or (509) 720-5050. Unauthorized contact regarding this RFP with other City employees or City Councilmembers shall result in automatic disqualification. Scone of Work Installation of Sound and AV system in New City Hall Council Chambers, see Exhibit A — Scope of Work, Section 16770 — Sound and AV system for details, Exhibit B — Bid drawings. Schedule The City anticipates the following schedule for completion of the RFP process: Request for Proposals for New City Hall Council Chambers sound and AV system Spokane Valley, WA 3/10/2017 RFP publication date: RFP submission date: City decision by: March 23, 2017 April 5, 2017 April 8, 2017 Anticipated start date: TBD with General Contractor Deliverables by August 31, 2017 How to Respond Submit 2 copies of written responses no later than 12:00 p.m. on April 5, 2017 to City of Spokane Valley, Attn: Greg Bingarnan, 11707 East Sprague Avenue, Shite 106, Spokane Valley, WA 99206. Limit written responses, excluding attachments, to 5 pages. Submittals shall be signed by authorized representatives of the responding entity. Unsigned proposals shall not be considered. Written proposals not received by 12:00 pan. on April 5, 2017 shall not be considered by the City. The responding entity is responsible for ensuring that written responses are received by the City by the time and date specified herein and accept all tisk of late delivery for the method of delivery chosen, regardless of fault. EvaluationCriteria Responses will be evaluated by the City as set forth immediately below: 1. Completed Business Statement. 2. Business agency and history, including qualifications. 4. Sarnples of work. 5. Ability to meet proposed schedule. 6. Proposed fees, price, and/or costs. The City reserves the right to utilize new or revised evaluation criteria at its sole discretion. Addenda, Modifications and Clarifications 1. The City reserves the right to change the RFP schedule or issue addenda to the RFP at any time. All such addenda will become part of the RFP. The City will provide notification of addenda in the same manner as distribution of the RFP. It is the responder's responsibility to confirm as to whether any addenda have been issued. The City also reserves the right to cancel or reissue the RFP. 2. The City reserves the right to request for any responding entity to clarify its proposal or to supply any additional material deemed necessary to assist in the evaluation of the proposal. Modification of a proposal already received will be considered only if the modification is received prior to the submittal deadline. Any modifications shall be made in writing, executed and submitted in the same form and manner as the original proposal. Evaluation and Selection The City reserves the right to award the contract to the responding entity which best meets the needs and interests of the City, or to reject all responses as set forth below. The following steps are anticipated: Step 1. Receipt and review of proposals and written responses. Step 2. City follow-up with respondents and possible interviews. Step 3. Initial reference and information check. Request for Proposals for New City Hall Council Chambers sound and AV system Spokane Valley, WA 3/22/2017 Step 4. Selection of provider. Step 5. Negotiation of contract. Contract The City's proposed contract, with the terms and conditions, is attached to this RFP as Attachment "B". Please note that the City expects all submitting entities to consent to the City contract, terms and conditions, and does not anticipate agreeing to any modifications or exceptions. Any exceptions or modifications to the contract proposed by an entity must be noted in the responsive submittal. The exception to this is in the drafting of the Scope of Work. The City reserves the right to negotiate and revise any or all contract terms and conditions prior to contract signature. Insurance Requirements General liability insurance of at !east $1,000,000 per occurrence $2,000,000 Aggregate Combined Single Limit (CSL); Automobile liability of at least $1,000,000 per accident CSL Rejection of Proposals The City reserves the right to reject any or all submittals, portions, or parts thereof. The City reserves the right to obtain services through other means. Non -Collusion Submittal and signature of a proposal swears that the document and proposal is genuine and not a sham or collusive, and not made in interest of any person not named, and that the responding entity has not induced or solicited others to submit a sham offer, or refrain from proposing. No Costs The City shall not be responsible for any costs incurred by any respondents in preparing, submitting, or presenting its response to the RFP or interview process, if applicable. The City shall not be responsible for any costs incurred by the responding entity selected by the City prior to the date of the contract. Non -Endorsement As a result of the selection of a responding entity, the City is neither endorsing nor suggesting the responding entity's services are the best or only solution. The responding entity agrees to make no reference to the City in any literature, protnotional material, brochures, sales presentation or the like without prior express written consent from the City. Ownership of Documents Any reports, studies, conclusions and summaries submitted by the responding entity shall become the property of the City. Public Records Under Washington State law, the documents (including all such items as described in RCW 42.56.010 for the term "writing") submitted in response to this RFP (the "documents") become a public record upon submission to the City, subject to mandatory disclosure upon request by any person, unless the documents are exempted by a specific provision of law. if the City receives a Request for Proposals for New City Hall Council Chambers sound and AV system Spokane Valley, WA 3/22/2017 request for inspection or copying of the docurnents, it will promptly notify the person submitting the documents to the City (by U.S. mail and electronic mail if the person has provided an e-mail address) and upon written request of such person, received by the City within five days of the providing of such notice, will postpone disclosure of the documents for a reasonable period of time as permitted by law to enable such person to seek a court order prohibiting or conditioning the release of such documents. The City assumes no contractual obligation to enforce any exemption. Request for Proposals for New City Hall Council Chambers sound and AV system Spokane Valley, WA 3/22/2017 Attachment "A" BUSINESS STATEMENT Please complete and submit with your response. 1. Name of business: Evco Sound and Electronics Inc. 2. Business address: 3511 E. Trent Ave. 3. Phone: (509)535-8718 Business fax: (509)535-2795 e-mail: Joe@evcosound.com 4. Business classification (check all that apply): Individual Partnership Corporation X 5. Federal tax number (UBI number): 000-187-719 6. Name of owner: Kevin Bauer 7. Does the company maintain insurance in amounts specified by the City contract: Yes: X No: If no, describe the differences: S. Are there claims pending against this insurance policy? Yes: No: X If yes, please explain the nature of the claims: 9. Has the company or anybody in the company ever been disqualified or terminated by any public agency? Yes: No: X 10. Proposal offers shall be good and valid until the City completes the award or rejects the proposals. Failure to concur with this condition may result in rejection of the offer. Does the firm accept this condition? Yes: X No: I certify that to the best of my knowledge, the information contained to this proposal is accurate and complete, and that lime,' the legalalhorny to commit this conrpauy to a contractual agreement. SIGNATURE: (.G Date: 4/5/2017 PRINT NAME AND TITLE OF SIGNER: Kevin Bauer Request for Proposals for New City Hall Council Chambers sound and AV system Spokane Valley, WA 3122/20 17 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: April 18, 2017 Department Director Approval: Check all that apply: ❑ consent n old business n new business n public hearing ❑ information ® admin. report n pending legislation AGENDA ITEM TITLE: Administrative Report: Small Residential Dwellings/Supportive Housing GOVERNING LEGISLATION: RCW 36.70A, SVMC 17.80.150 and 19.30.040 PREVIOUS ACTION TAKEN: On November 8, 2016 Council removed section 19.40.100 small residential dwellings and small residential dwellings —supportive housing from Draft Ordinance #16-018 adopting the Development Regulations BACKGROUND: On November 8, 2016 during the Comprehensive Plan and Development Regulations Update process Council removed section 19.40.100 small residential dwellings and small residential dwellings —supportive housing from Title 19 SVMC and reserved it as a text amendment for future consideration. Council directed the Planning Commission (Commission) to review the topic further. The draft code section looked specifically at small residential dwellings on individual lots, and small residential dwellings that provided supportive housing for persons in need of temporary shelter. The Commission discussed the small residential dwellings and supportive housing issues on December 9, 2016, February 9, 2017 and March 9, 2017. During the initial discussion it was determined that the current code allowed small residential dwellings on individual lots so long as the structures met the building code. The Commission agreed this was appropriate and felt no further discussion was warranted. During subsequent discussions, the supportive housing review topic was expanded to include temporary supportive housing, supportive housing encampments, and permanent supportive housing. After discussion on temporary supportive housing, that included small homes and tent encampments for the homeless, the Commission concluded by majority that the current regulations were adequate and did not recommend addressing temporary supportive housing regulations in the Municipal Code at this time. On March 9 after discussing recent housing projects under construction in the city, comparing the prior regulations with the current regulations, and interviews with the housing agency staff, it was concluded that permanent supportive housing projects had no major barriers in the code. The Commission did recognize that the Density Bonus was removed from the previous code, but since the MFR (multi -family residential) area was expanded, and the density was lifted in the CMU (commercial mixed used) areas, the consensus was that permanent housing projects should meet the density requirement in the MFR or find land in the CMU area. The Commission did not recommend changes to the development regulations at this time to address permanent supportive housing. OPTIONS: N/A RECOMMENDED ACTION: N/A STAFF CONTACT: Lori Barlow, AICP, Senior Planner ATTACHMENTS: 1. Approved Planning Commission Meeting Minutes December 8, 2016 2. Approved Planning Commission Meeting Minutes February 9, 2017 3. Approved Planning Commission Meeting Minutes March 9, 2017 RCA Supportive Housing Administrative Report Page 1 of 1 I. Chair Graham called the the pledge of allegiance. present: Kevin Anderson Heather Graham James Johnson Tim Kelley Mike Phillips Michelle Rasmussen Suzanne Stathos APPROVED Minutes Spokane Valley Planning Commission Council Chambers — City Hn1I December 8, 2016 meeting to order at 6:00 p.ln. Commissioners, staff and audience stood for Secretary Deanna Horton took roll and the following members and staff were Erik Lamb, Deputy City Attorney Lori Barlow, Senior Barlow Micki Harnois, Planner Deanna Horton, Secretary for the Commission IL Agenda: Commissioner Rasmussen moved to accept the December 8, 2016 agenda as presented. The vote was seven Inform., zero against and the rntolion passed. III, Minutes: Commissioner Anderson moved to approve the October 20, 2016 minutes. The vole on this motion was seven in favor, zero against, motion passes. The vote 011 this motion was seven in favor; zero against, ntotionn passes. IV. COMMISSION REPORTS: The Commissioners had nothing to report, V. ADMINISTRATIVE REPORT: Senior Planner Lori Barlow offered the only administrative report was a thank you to Commissioner Anderson for his years of service to the Planning Commission. Commissioner Anderson joined the Commission in 2013 and participated in fire City's Shoreline Master Plan, the Comprehensive Plan update and many development regulation changes. VL COMMISSION BUSINESS: a) Study Session: Supportive Housing Planner Micki Harnois began by giving a presentation regarding supportive (lousing, a review of a presentation given on June 9, 2016 regarding tiny homes and a review of proposed draft regulations. Ms. Ilarnois stated tonight's discussion was about supportive housing in general, rather than Iocation specific lot. Ms. Harnois said the Planning Commission recommended supportive housing section should be removed from the draft regulations accompanying the Comprehensive Plan update for further review. The City Council removed this section of the proposed development regulations in order for further study. Ms. Harnois reviewed the demographics and emerging trends of tiny homes. Commissioner Anderson asked if a park model home would be considered acceptable as a tiny (tome. Ms. Harnois said based on the way the way they are manufactured they are still considered a recreational vehicle (RV) and RVs arc only allowed on a property for 30 days. They would be allowed in a RV park and treated like an RV. Ms. Harnois showed an example of a tiny home village, of supportive housing call Quixote Village in Olympia. A village of tiny Montes on 2.17 acres, homes are 144 square feet in size, and is owned by a non-profit. Ms. Harnois stated she visited the village, which has a transit stop across the street and a community garden, She also showed the a design for a village which has been proposed by the Puller Center in Spokane Valley, and pictures of tiny home villages in Portland and Seattle. Ms. Harnois then explained the definition in the SVMC for a small residential dwelling is: Any structure built on a lot for dwelling purposes, with access to water, sewer, and electricity, Is considered as a "small residential dwelling". Small residential dwellings on wheels are prohibited. Ms. Harnois stated to take note of the part which states it must have access to water, sewer and electricity. Commissioner Anderson clarified the building code would determine the suitable foundation for a tiny home. Commissioner Stathos clarified there would not be a requirement for 12-08-16 Planning Commission Minutes Page 2 of 3 each unit to hook up to water, sewer and electricity. Ms. Barlow pointed out the proposed requirements would have a community building where there would be access to water, such as showers, kitchens and laundry and sewer, such as bathrooms. The proposed supportive housing requirements are currently: • Maximum density is 15 dwellings per acre; • Structure size maximum: 200 sq. R. excluding porches; o Building permit required; (Consistent with Title 24 SVMC) O 0.5 Off-street parking space provided per dwelling; a Located within a half mile of a bus stop or other transit service; a Ort -site commtmity facilities i.e. kitchens, dining, shower, laundry; e Recreation. areas, garden areas, ete. designed as shared community facilities; • Buffered and screened from adjacent ROW and surrounding properties; e Must have a sponsoring agency and operations and security plan Commissioner Anderson asked where the density of 15 units cause frons. Ms. Harnois stated the consultants recommended this density based on what they have seen in other communities. Commissioner Anderson clarified the maximum of 200 square feet per unit was a consultant recommendation. Commissioners questioned the 0.50 per unit of off-street harking required, and how this would be figured out, Commissioner Anderson stated the transit requirement would hinder any development because of the limited transit service in our city. Commissioner Phillips clarified the operations and security plan should also have a deconiinissioning plan should something happen and the operation did not work out. Ms. Barlow stated all of these items would be taken care of in the operations manual. Commissioner Anderson suggested having a full-time manager should be required to be on site at all times. Commissioner Graham said the Fuller Center is proposing an option of rent to own. Would there be a rent only requirement for This type of housing, not rent to own so the homes could not be pieked up and moved. Ms. Barlow saki this was not addressed in the draft regulations. Commissioner Graham asked if there was a zone which would allow these homes on a regular lot. Ms. Bai'loW stated the current regulations have a minimum width requirement, but the proposed regulations do not have minimum width requirements, so a small home could be built as long as it met the building code requirements. There was a discussion about requiring restroom facilities in each unit, and not in just a community building. Commissioner Kelley clarified the building code Ivoukl dictate having the bathrooms in houses. Mr. Lamb stated the reason for the provision in the proposed regulations was as long as there was access to a comprehensive supportive unit, there would be access to those services. Commissioner Phillips stated he is opposed to not having bathrooms in each facility, he said he thought this was a part of the discussion when the regulations were proposed earlier in the year. Commissioner Graham said there was some dignity in being able to have a bathroom in their own place, as opposed to having to share a facility with someone. Comntnissioner Johnson stated, he had not determined his support of the proposal however, the people which are considered to be served by what is being proposed would appreciate any kind of facility regardless of sharing and anything which the Commission mandates must be inside will increase the cost of those units. The supportive housing would be allowed in the R-3, Multifatnily, Mixed Use, Corridor Mixed Use, Neighborhood Commercial, Regional Commercial, and Industrial zones. Commissioner Graham asked why they would not be allowed in hidustrial Mixed Use zone. The supportive housing rvoulcl require a conditional use permit which will allow neighbors to comment on the proposed use. Commissioner Johnson asked if the conditions could be different in each zone. Ms. Barlow stated the conditions would be the ones which Ms. Harnois had laid out earlier and would apply to each zone, Ms. Barlow also stated that through the Conditional Use Permit process, conditions unique to each development could be imposed on the different proposals, but not any Tess that what would be required. Commissioner Johnson said there could be an escalating number of conditions for each zone, Ms. Barlow stated it was possible but diel not know plow it would be inipleniented in the code. 12-08-16 Planning Commission Minutes Page 3 of 3 Ms. Millais explained the Conditional Use Permit (CUP) process and the steps involved. A CUP would require a notice of application, a notice of public hearing, and environmental review, it would have a heating in front of the Hearing Examiner and would also have an appeal period. Commissioner Graham clarified the discussion as supportive housing which would be required on a foundation, people could not rent to own because they would not be able to move the structure. Ms. Barlow said in theory they could be moved, since they would be placed on a foundation, they could he picked up and moved, but did agree the homes could not be on wheels. Ms. Barlow also noted this could be a development for older people in a retirement anode, but this could also be a development of homeless people looking to try and improve their situation. These could be two different types of developments, but she clic) not know how different that would be. Commissioner Graham asked if a retirement faoil lty could be allowed in an R-3 zone where all the facilities are required within the unit, but a homeless facility could require community facilities and only allowed in Industrial zones, for example. Ms. Barlow said staff could look at the possibility of reviewing the options of differing types of development, but it would implemented in different zones. Commissioner Stathos stated she has oiily heard of tiny homes in reference to homeless developments, she has not heard of any retirees wanting to be in a tiny home. Commissioner Stathos asked if this would be required to be on church property, Ms. Barlow stated this was not a requirement at this time. Commissioner Phillips asked about the noticing requirements for the CUP and hopes that the standard 400 feet noticing requirement should be expanded in this case. Mr. Lamb stated he wanted to review the proposed noticing language before making any determination on expanding the noticing requirements. Commissioner Rasmussen asked if staff had reviewed the homeless projects in Los Angeles or Salt Lake City as Commissioner Graham suggested. Ms. Barlow reviewed what the Commissioners requested additional information on; Foundation requirements, the rationale for 15 units per acre, information regarding supervision on site, requiring bathroom facilities in eaeh unit, rationale for not allowing in Industrial Mixed Use zone, can different types of developments have different types of requirements (retirement facility/homeless shelters), why the 0.50 parking space per unit, expanding noticing requirements, looking at Los Angles and Salt Lake City's experiences, clarifying access to facilities, clarify the operating plan snaking sure there is a sponsoring agency and a decommissioning plan, Want to make sure the plan is being developed in a manner the City wants it developed. Commissioner Anderson was asking about the possibility of obtaining the information about Quixote Village, such as sewer, operations and such in order to get an idea as to how they run their facility. There was some discussion regarding the communal living of the homeless and what they would and would not do in regards to using a kitchen or community building. VII. GOOD OF THE ORDER: There was nothing for the good of the order. VIII, ADJOURNMENT: Commissioner Anderson moved to adjourn the meeting at 7:24 p.m. The vote on the motion was unanimous in favor, motion passed. 'deet,iii(A)4ech", J-/ q1a01-4 I -leather Graham, Chair Date signed /01;A?* Deanna Horton, Secretary I. Chair Graham called the the pledge of allegiance. present: Heather Graham James Johnson Tim Kelley Mike Phillips Michelle Rasmussen Suzanne Stathos Minutes Spokane Valley Planning Commission Council Chambers -- City Hall February 9, 2017 meeting to order at 6:00 p.m. Commissioners, staff and audience stood for Secretary Deanna Horton took roll and the following members and staff were Cary Dr•iskell, City Attorney Lori Barlow, Senior PIanner Micki Harnois, Planner Deanna Horton, Secretary for the Commission II, Agenda: Commissioner Johnson moved to accept the February 9, 2017 agenda as presented. The vote was six in favor, zero against and the ►lrollo!n passed, III, Minutes: Commissioner Johnson moved to approve the January 09, 2017 minutes. The vote on this motion was six in favor, zero against, motion passes. IV, COMMISSION REPORTS: Commissioner Kelley reported he attended a Traders Club meeting, which is a group of commercial real estate brokers.. V. ADMINISTRATIVE 1U PORT: Senior Planner Lori Barlow informed the Commission the next meeting would have a study session for a street vacation. VI. COMMISSION BUSINESS: a) Study Session: Supportive Housing Planner Micki Harnois gave the Commissioners an update on supportive housing with information the Commissioners had requested from the previous meeting. Ms, Harnois had gathered information regarding how different cities handled their supportive housing regulations: e Olympia has regulations for temporary emergency homeless encampments, generally tents, which must be hosted by a religious organization and regulations for a homeless encampment in an industrial area which has permanent housing for the temporary use of homeless people. The County homeless encampment provides temporary housing on a permanent site in an industrial area, is owned by a non-profit and was built with grants and donations. There is on site supervision and community building for showers, gathering and laundry. Quixote Village was constructed under the County homeless encampment regulations. • Portland has regulations which allow sites to be deelared as designated campgrounds. One of two such Portland campgrounds aIIowecl for transitional housing accommodations which have a maximum two-year stay. This supportive housing provides for the residents to govern themselves. Dignity Village was constructed under these regulations, • Seattle has regulations to allow supportive housing in industrial and commercial areas but allowed in any zone Wan accessory to a religious organization. The property must be owned by the city, private party or educational institute. Both transitional housing and tents on wooden platforms are allowed. o Los Angeles does not have any kind of supportive housing regulations. Currently they are converting old motels and developing unused city land for homeless apartments, o Salt Lake City does not have any supportive housing regulations. Currently Salt Lake City is working to site four new homeless shelters with 150 beds each. 2017.02-09 Planning Commission Minutes Page 2 of 3 • The Transitional Living Center located in northwest Spokane is building cottage housing development with supportive services forthe homeless. http:/hVww.helpilwomen.orenew-Irons inn-for-homeless-fan i I ies-begins-ill-no r'thwest- spokarle, o Several examples of permanent supportive (lousing for the homeless in the forret of apartment type buildings were provided. Olympia, Portland, Seattle, Spokane and Spokane Valley either have already built or are in the process of building apartment like transitional housing complexes for homeless populations, Commissioner Rasmussen requested staff to print copies of WA Senate Bill SB 5656 which is currently being proposed concerning the goals of ending homelessness. Commissioner Rasmussen was concerned by Part IV which states "By July 1, 2018, a local government that duly enacts laws and ordinance that provide for homeless encampments must authorize as many spaces as necessa►y to house all of that local government's homeless population." Ms. RASmuSSctl was concerned how this could affect the City. City Attorney Cary Driskell stated he was not familiar with the bill and stated that this is not something which the Council has added to the legislative agenda. He also stated he was not sure how likely it was to be adopted, and he would rather not offer an opinion on it at this time. Commissioner Rasmussen also requested the link to the Spokane County Regional Plan to End Homelessness https://static.spokanecity.org/documents/chhstplatts- reports/reports/2009-coati-}tome-update.pdf, and the update for the plan https:/astatic.spokanecity.orgidocuments/chis/plans-reports/planning/2015-2020- stratcgic-plan-to-ettd-hontclessness.pdf, as well as the Resolution 10-001 which is the City's agreement to participate in the regional plan, be included as part of the record. The Commissioners discussed what their end result should be. Ms. Barlow simply stated the draft regulations had been removed from the Comprehensive Plan for further study and returned to the Planning Commission for review. Commissioners Stathos stated she was in favor of permanent housing for the homeless if someone would be monitoring and caring for a facility, but was not in favor of encampments or tiny house villages. Commissioner Kelley stated in the beginning the discussion was around people being able to become house owners. He said he likes the idea of permanent apartments. They are an efficient use of land and can provide more housing than putting tiny hones on a site. He has seep the apartments which are being built in downtown Spokane and feels those are a good example. He would support either development. Commissioner Phillips stated he was glad the cottages stayed in the regulations however, he does not support a tiny home development or encampments. He is happy the regulations are the way they are. Commissioner Rasmussen said based 011 the research she has done she would support charities building all of the apartment type housing they would like, however after seeing what has happened in Seattle she feels there needs to be another way to provide for the homeless. Commissioner Graham clarified there was nothing 111 the current code which would prevent a charity from building apartment type housing in the City in commercial zones and Multifamily Residential zones. Commissioner Johnson still had too many questions to make a decision. Commissioner Graham asked what the obligations were. Mr. Driskell stated there were no obligations to provide homeless encampments in the City. The City does not want to be a provider of social services. Staff will contact some of the service providers to consult with them to determine if our regulations preclude the types of projects they anticipate providing in the future. If our current regulations are sufficient, then the Commission would see no reason to pursue any further development of regulations for supportive housing. VII. GOOD OF THE ORDER: There was nothing for the good of the order. 2017.02-0 Planning Commission Nfinutcs Pfsge 3 of3 VIII, ADJOURNMENT: Commissioner Johnson moved to adjourn the meeting at 7:52 p.in, The vote on the motion was unanimous in favor, motion passed. (31g1�oj:t_ Heather Graham, Chair Date signed Deanna Horton, Secretary I, Chair Graham called the the pledge of allegiance, present: 1 -leather Graham James Johnson Tint Kelley Mike Phillips Michelle Rasmussen Suzanne Stathos 11. III. Minutes Spolcane Valley Planning Conliliission Council Chambers — City Hall March 09, 2017 meeting to order at 6:02 p,m. Commissioners, staff and audience stood for Secretary Deanna Horton took roll and the following members and staff were Cary Driskell, City Attorney Lori Barlow, Senior Planner Karen Kendall, Planner Micki Harnois, Planner Deanna Horton, Secretary for the Commission AGENDA: Commissioner Johnson moved to accept the March 09, 2017 agenda as presented. The vote on the motion was sir in favor, zero against and the motion passed. MINUTES: Commissioner Johnson moved to approve the February 09, 2017 minutes as presented. The vote on the motion was six in favor, zero against and the motion passed, Commissioner Johnson moved to approve the February 23, 2017 minutes with the following amendment, in a sentence mid - paragraph it states "Commissioner Johnson asked what would happen to the thywell which is in the street at that location." Commissioner Johnson stated it was Commissioner Phillips who had asked this question at that time. The vote to approve the amended minutes was six in favor, zero against, the oration passes. COMMISSION REPORTS: The Commissioners had no reports. ADMINISTRATIVE REPORT: There was no administrative report. PUBLIC COMMENT: There was no public comment. COMMISSION BUSINESS: a) Public Hearing: STV -2017-0001, Street Vacation of a portion of Wilbur between Pines and I3owdisll. Chair Graham stated the Commission's first business was a public hearing for STV -2017-0001. She opened the public hearing at 6:09 p,m, after reading the rules of' conduct. Planner Karen Kendall gave the Commissioner's ati overview of STV -2017-0001, a street vacation of a portion of Wilbur Road which is between Pines and Bowdish Roads and Mission Ave and Interstate 90(I-90). Ms. Kendall explained a street vacation is the process of vacating a public right-of-way (ROW). The requested vacation is approximately 260 feet in length ranging in width from 30 to 40 feet, The three abutting parcels have the sante ownership. Ms. Kendall stated staff reviews street connectivity, traffic volumes future development and access needs. The applicant's reasons for applying for the vacation are the area is unimproved, vacating it would allow for niaximtrui use of the property, all the surrounding parcels have the sante owner and there is no way to continue this toad north, There have been no objections to the street vacation. Staff recommends approval of the street vacation with the conditions outlined in the staff report. Commissioner Kelley asked about the utilities which serve the open areas of I-90. Ms. Kendall stated staff receival notice from Washington Dept, of Transportation stating there are services within Wilbur Road which they utilize for irrigation and power along I-90. It will be up to the property owner to coordinate with Modern Electric to make sure those services are preserved. Commissioner Johnson confirmed the applicant would incur the costs to move the drywell and inlet if needed. Having no one who wished to testifjv, the Chair closed the hearing al 6.19 p.m. 2017-03.09 Planning Commission Minnles Page 2 of3 Commissioner Johnson moved to recommend approval of STV --2017-0001 with conditions to the City Council. The vote o,, this motion was six in favor, zero agahist, the motion passed. b) Study Session: STV -2017-0002, Street Vacation of a portion of McMillian Road and an unnamed Right -of -Way on the City's border, Planner Karen Kendall presented the Commissioners an overview of a City initiated street vacation located in the northeast corner of the City. The request is to vacate a portion of McMillian Road and an unnamed ROW which is only 16 feet wide along the City's eastern border along, four of the parcels. The parcels are located east of Barker and north of the railroad ROW which runs north of Euclid Avenue. The surrounding parcels have the same owner and arc zoned industrial. Currently the parcels are vacant, but can be accessed by an unnlaintained railroad ROW. Parcels to the east in the County also take access from this railroad ROW. Ms. Kendall explained if the vacation is approved, one of the conditions would be to make sure the parcels are reconfigured to have access, Commissioner Stathos asked if staff was aware of the intended use of the property. Ms. Kendall noted that the city has not received any applications for the site at this time. She also stated having the public street in the middle of a large section of industrial property may hinder where development could be located on the property and require improvement of the street. City's economic development division has noted this would assist in creating a larger industrial site. City Attorney Cary Driskell stated in the City's economic development efforts, many tinges staff hears it is better to have an unencumbered site. Commissioners confirmed there is not another half of ROW "on the County side of the boundary." Commission had 110 other questions. Ms. Kendall said the public hearing for the street vacation would be March 23, 2017. c) Supportive Housing: Update Planner Micki Harnois presented an update on the supportive housing topic the Commission has been working on. She highlighted that the Commission had generally agreed that they were not interested in further review of temporary supportive housing, but wanted to insure that the City code did not present any obstacles for future permanent supportive housing projects. Ms. I-Iarnois outlined how the multifamily regulations were different prior to the Comprehensive Plan update at the end of 2016. In the Corridor Mixed Use (CMU) zone the differences were a bonus density was allowed for affordable units prior to 2016 and it had a maximum density of 22 units per acre. Under the current regulations the maximum density had been removed, and the remaining regulations were generally the sante. In the Multifamily zone the difference was that a bonus density was allowed prior to the end of 2016; the density bonus regulations were eliminated in the update, primarily due to the consolidation of the medium and high density zones, and the fact that the CMU zone allows multifamily without a maximum density. A Catholic Charities project currently under construction in the City was permitted under the density bonus regulations. Ms. Harnois stated she contacted several agencies to identify possible obstacles in the code and future projects slated for the City. No one has projected projects for the City at this time. Commissioner Johnson confirmed the project in Olympia called Quixote Village was considered an encampment, not supportive housing. The Commission has reviewed tlic regulations and determined there are no obstacles to an organization building permanent supportive housing structures, similar to the Catholic Charities project, which resembles an apartment building. However, the Connnission has determined they clo not feel there is a need to change the regulations to provide for encampments, with more temporary types of structures. Commissioner Johnson stated he still feels there is a need in the community for transitional housing for the substantial homeless population in the community. Building a large permanent structure is expensive and there are limited funds to develop this type of housing. He said he felt there was a better way to servo people if there were alternatives, such as temporary encampments. Commissioner Johnson hopes that the subject can return to the Commission at a time in the future. 2017-03-09 Planning Commission Minutes Page 3 of 3 VIII. GOOD Ole THE ORDER: There was nothing for the good of the older. IX, ADJOURNMENT: Commissioner Johnson moved to adjourn the meeting at 7:10 p.m. The vote on the motion was unanimous in favor, motion passed. 3 1 0.3 Pl. Heather Graham, Chair Date signed ti\(6746),_) Deanna Horton, Secretary CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: April 18, 2017 Department Director Approval: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Acceptance of Donations. GOVERNING LEGISLATION: RCW 35.21.100. PREVIOUS COUNCIL ACTION TAKEN: None. BACKGROUND: In Washington State, a city may only accept donations of money or property by ordinance. RCW 35.21.100 provides, "Every city ... by ordinance may accept any money or property donated, devised, or bequeathed to it and carry out the terms of the donation, devise, or bequest, if within the powers granted by law." Staff will discuss options for an ordinance allowing the City to accept donations or gifts pursuant to RCW 35.21.100. Aspects to be discussed include the determination of when gifts would be accepted administratively by the City Manager or designee versus when gifts would require City Council approval (e.g., requiring City Council approval over a set dollar value), specifying when the City could turn down gifts (e.g., when conditions are unreasonable), limitations so that the City does not accept donations that create conflicts of interest, specifying what responses the City would provide for real or personal property donations (e.g., that the City received it, that it's for public use, but not its value), and other aspects for accepting and utilizing donations and gifts. Upon City Council discussion and consensus of these aspects, Staff will finalize a draft ordinance for first reading. OPTIONS: (1) Consensus to proceed to a first reading at a future Council meeting; (2) Take other action as appropriate. RECOMMENDED ACTION OR MOTION: Discussion. BUDGET/FINANCIAL IMPACTS: N/A. STAFF CONTACT: Cary Driskell, City Attorney; Kristopher Morton, Legal Intern. ATTACHMENTS: PowerPoint Presentation Ordinance for Accepting Donations Cary Driskell City Attorney, City of Spokane Valley Kristopher Morton Legal Intern, Office of the City Attorney April i8, 2017 City of Spokane Valley - Office of the City Attorney i Ordinance allowing City to accept donations Purpose: To establish a procedure and means for the receipt of, accounting for, and handling of donations and gifts to the City. Legal Authority: "Every city and town by ordinance may accept any money or property donated, devised, or bequeathed to it and carry out the terms of the donation, devise, or bequest, if within the powers granted by law. If no terms or conditions are attached to the donation, devise, or bequest, the city ... may expend or use it for any municipal purpose." RCW 35.21.100. City of Spokane Valley - Office of the City Attorney ' y responsible for the acce—prance and administration of donations Acceptance of donations - two options: (1) Council retains all authority to accept all donations; or (2) delegate most authority to the City Manager to manage the program. Administration of donations: The City Manager shall be responsible for the administration of donations to the City, including carrying out the terms or conditions of the donations to the extent such terms or conditions are reasonable. City of Spokane Valley - Office of the City Attorney Monetary donations - considerations Monetary Donations: No limit on the size of monetary donations that may be accepted without formal action by the City Council; or Limit the size of monetary donations that may be accepted without formal action by the City Council, which may include an option for the City Manager to consult with the Council on whether to accept a donation. For example: City Manager may accept any monetary donation up to a certain value without formal Council action. Possible examples may be anywhere between $50,000 and $200,000, which is the contractual limit for the City Manager if the Council were looking for some consistency with existing authority. City of Spokane Valley - Office of the City Attorney Nonmonetary donations - considerations Nonmonetary donations (real and personal property, including art) : Recommend that the City Manager have authority to determine whether to accept a nonmonetary donation. Prior to determining whether to accept a nonmonetary donation, the City Manager would determine whether the proposed gift could actually and practically be used by the City, and balance that against any costs the City may incur, such as for storage, maintenance, operations, upkeep, etc. Further recommend that a provision be included allowing the City Manager to consult with the Council on whether to accept a donation where doing so would cost the City money in some way, either up front, ongoing, or both. In deciding whether to accept a donation, the City should consider whether any conditions by the donor would limit the donation's usefulness to the City. City of Spokane Valley - Office of the City Attorney Donations with conditions or terms Once a donation is accepted, the donation shall become City property and the City shall have sole discretion as to how the donation is utilized. In the event a donor has indicated a desire for a particular use by the City for a donation, the City shall make reasonable efforts to utilize the donation in a manner consistent with the donor's desired use. City of Spokane Valley - Office of the City Attorney Other issues to consider: Conflicts of interest: The City Manager shall not accept any donation which creates a conflict of interest or creates the likelihood of undue influence. Receipt of donation (for donor's tax purposes): Upon request by donor, the City shall deliver to donor a written confirmation of the donation if: The donation has a value greater than $25o for cash donations, and for non-cash donations the City would identify what was received without placing a value on it; and The donation is exclusively for public use (pursuant to 26 U.S.C. § r7o(c)). City of Spokane Valley - Office of the City Attorney Questions or comments from Council? Staff would be happy to answer any questions you may have. City of Spokane Valley - Office of the City Attorney 8 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: April 18, 2017 Check all that apply: ❑ consent ❑ old business ❑ information ® admin. report Department Director Approval: ❑ new business ❑ public hearing ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Administrative Report — update on public sidewalk snow removal. GOVERNING LEGISLATION: SVMC 7.05.040(C). PREVIOUS COUNCIL ACTION TAKEN: Adoption of nuisance provisions in 2003, amended over the years, most recently in 2012; February 23, 2016, staff presented potential options regarding the removal of accumulations of snow and ice from public sidewalks, Council requested a proposed ordinance for further discussion. August 16, 2016, presentation on a proposed ordinance; September 13, 2016, Council discussed draft code language, requested additional information and formed an ad hoc committee to identify other potential options to deal with removal of sidewalk snow and ice. Administrative report January 17, 2017 to update Council on the work of the committee; administrative report February 21, 2017 to summarize options discussed previously to develop proposed plan. BACKGROUND: At the February 21, 2017 administrative report, staff and Council discussed various potential items to include in a comprehensive approach to reducing the amount of snow and ice being moved from the roads to the sidewalks by City plows, and then for ensuring that snow and ice are removed from sidewalks by the owners of the property adjoining the sidewalk. Following that discussion, staff understood Council to have generally agreed on a program, set forth below. 1. Reduce the amount of snow being moved from the roadways to sidewalks. a. On the four City plow trucks, exchange the current "bat wing" plow blades to the straight blade design. The cost for replacing each of these bat wing blades is roughly estimated between $5,000 and $7,000. This will be done prior to the next snow season. b. Plows will slow down on the lane closest to the curb so snow is pushed to the edge of the curb where possible, instead of the sidewalk. 2. Bring forward amended road design standards requiring separated sidewalks from the road to provide a snow storage area on all new roadways. On City capital projects, we would construct or reconstruct to this standard unless there is not sufficient right-of-way available to accommodate this standard. 3. Educate the public on snow removal obligations for property owners. a. This includes widespread distribution/education of removal requirements for sidewalks, including potential penalties for non-compliance. b. Identify realistic options for people with physical limitations to contact for assistance with snow removal, some of which might cost the consumer, and some which might be free. The City would maintain this list on its website. The City will include this list of resources on its website and include it each year in a communication to the public generally. Page 1 of 4 c. Notify businesses that do parking lot snow removal for other businesses to suggest including removal of sidewalk snow in future price quotes along with removal in parking lots. d. Notify property owners who fail to remove snow and ice from sidewalks that such failure could result in liability and/or lawsuits against them and the City. 4. Adopt a reasonable enforcement mechanism that effectively compels compliance. The City currently has provisions making non-compliance a nuisance subject to a $500 penalty. This penalty is disproportionate to the nature of the violation, and this portion of the nuisance code will be repealed at the same time the new penalty approach is adopted. The proposed infraction system would have a penalty of $51.25 for failing to clear sidewalks within 48 hours, which could be re -issued if non-compliance continued for an additional 48 hours. A third violation within 12 months would result in a penalty of $102.50. This type of infraction system contemplated a two-tier enforcement prioritization. Tier 1 would be commercially -zoned areas and Safe Routes to School, which would be the highest priority. Tier 2 would be everything else, which would be the residential areas. The City would address compliance in Tier 2 areas as time and resources permitted. A copy of the proposed new penalty code section is attached. 5. One of the issues still in need of resolution is how to address sidewalk snow removal where there is a fence adjacent to the sidewalk. There was concern expressed from some Councilmembers that it would be unfair to expect property owners to remove sidewalk snow under some circumstances, and that for certain property owners, they would not be required to comply with the removal requirements. However, it was not clear at the end of that discussion to which types of fence situations this would apply. As such, different scenarios, with example pictures, are provided for discussion and clarification. Tier I areas: a. Tier 1, Safe Routes to School — Progress from Wellesley to Crown, a distance of 1,250 feet. Although both sides of Progress are listed as Safe Route locations, there is no crossing on Progress from Crown on the west side of Progress to the east side of Progress until you go south from Crown to the crosswalk, 590 feet. Progress north of Wellesley is the main route for traffic going to Forker Road and Bigelow Gulch from Sullivan Road, including truck traffic heading to the North/South Freeway. b. Tier 1, Safe Routes to School — North side of Wellesley from Progress to Burns Road, a distance of 750 feet. Both sides of Wellesley are deemed a Safe Route to School. c. Tier 1, Safe Routes to School — Woodlawn Drive from 40th Avenue to 36th Avenue. The west side is 1,750 feet, and the east side is 1,440 feet. The property between the fences and the traveled roadway is owned by the Pine Rock Ridge Homeowner's Association, including the sidewalks. Does the Council want to require the Pine Rock Homeowner's Association to clear the sidewalks? d. Tier 1, Safe Routes to School — 16th Avenue from Vercler Road to Woodlawn Road. This measures 640 feet from Vercler Road to the edge of the property for McDonald Elementary. Two of the properties border Virginia Street, two properties are one property away from Virginia Street, but one of those properties does not have a fence at the rear of the property adjacent to Vercler Road, only adjacent to 16th Avenue. Does the Council want to require any property owners not on the immediate corner to remove snow adjacent to 16th Avenue? e. Tier 1, Safe Route to School — Pines Road adjacent to The Greens, between 38th Avenue and 40th Avenue, west side of Pines. The sidewalk is on property owned by The Greens at Midilome Owners Association. Page 2 of 4 Tier 2 areas: f. Residential area - 32nd Avenue from Evergreen to Best Road, a distance of 1,265 feet. g. Residential area — 32nd Avenue from Pines Road to University Road, a distance of one mile. h. Residential area — 32nd Avenue from Browns Park to Clinton Road, a distance of 2,350 feet. i. Residential area — Mission in front of the Whimsical Pig Apartment complex, a distance of 1,330 feet. j. Residential area — Montgomery/Wilbur/Ermina (area surrounding the Montgomery Court Apartments), a distance of 1,800 feet. k. Residential area — Park at 6th Avenue to 8th Avenue, a distance of 320 feet. I. Residential area — Rotchford Drive adjacent to Shelley Lake West and Central Valley High School (west side of Rotchford Drive), a distance of 3,030 feet. The east side of Rotchford Drive is an additional 2,500 feet. m. Residential area — Sullivan from near 16th Avenue to 22nd Avenue, a distance of 1,280 feet. n. Residential area — Wellesley from Isenhart to Conklin, a distance of 980 feet. o. Residential area — 16th Avenue at Evergreen, adjacent to Dhaenen's Square, a distance of 950 feet counting both directions, and excluding the wellhouse property. p. Residential area — Dishman-Mica Road, various areas, a total of 5,700 feet. This is not intended to be an exhaustive list of similarly -situated properties, but is instead intended to be illustrative of the types of situations we have observed. The rough distance of the listed areas is 32,000 linear feet, or approximately 6.5 miles. As mentioned, this is not a complete list of sidewalks with this issue. Rather than leaving these areas covered by snow/ice, it is assumed that the City would bear the cost of snow/ice removal, which would include in most areas physically removing it to a separate location where it could be stored until melted. It is not clear what this cost would be to the City. Considerations which would likely affect the cost include, but are not limited to, the following: a. Whether snow/ice would have to be fully removed from the property. It is anticipated that it would have to be fully removed in many of these areas where there isn't sufficient space between the sidewalk and fence; b. Whether all properties with a rear or side fence adjacent to a sidewalk would be plowed by the City, or, instead, whether a potentially eligible property would have to be at least one lot away from the corner; c. Whether applicable homeowner associations would be required to remove their own snow/ice; d. The threshold at which the City would call out the sidewalk snow contractor. For example, would the City call them out for one/two/three inches on sidewalks, including what was plowed onto the sidewalk by the City? This threshold would likely be different for sidewalks than what is adopted for streets; and e. The number of separate sites the contractor would have to mobilize to. Each one would require loading and unloading equipment. Page 3 of 4 As previously discussed, the City would have to identify a revenue source to pay for removal of snow for those areas discussed in section 5, above. The City very likely does not currently have budget capacity to pay those costs. OPTIONS: Discussion. RECOMMENDED ACTION OR MOTION: Discussion. BUDGET/FINANCIAL IMPACTS: Unknown. STAFF CONTACT: Cary P. Driskell, City Attorney. ATTACHMENTS: (1) Draft sidewalk snow enforcement code provisions; (2) PowerPoint presentation; (3) Draft brochure showing Safe Routes to School. Page 4 of 4 DRAFT CITY OF SPOKANE VALLEY SPOKANE COUNTY, WASHINGTON ORDINANCE NO. 17 - AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY, WASHINGTON, ADOPTING CHAPTER 7.45 OF THE SPOKANE VALLEY MUNICIPAL CODE RELATING TO SNOW AND ICE ON PUBLIC SIDEWALKS, AMENDING SPOKANE VALLEY MUNICIPAL CODE 7.05.040(C)(3), AND OTHER MATTERS RELATING THERETO. WHEREAS, the City of Spokane Valley previously adopted several provisions relating to the use and obstruction of sidewalks in the City, which are dispersed within the Spokane Valley Municipal Code (SVMC); and WHEREAS, the accumulation of snow and ice on public sidewalks obstructs pedestrian traffic and creates an impediment to commercial activity. Allowing snow and ice to accumulate increases the likelihood that pedestrians will suffer injury while traveling on a public sidewalk. Additionally, the obstruction may force pedestrians off public sidewalks and into the path of motorized traffic in attempts to find a safer route of travel. Finally, accumulations of snow and ice pose a significant hazard to school - aged children who require safe use of the public sidewalks to travel to and from school; and WHEREAS, the City has determined that it is appropriate to protect the life, health, and safety of its citizens by adopting additional regulations regarding the removal of snow and ice from sidewalks. Such regulations are within the police power granted to cities by Article XI, Section 11 of the Washington State Constitution and those vested in legislative bodies of noncharter code cities by RCW 35A.11.020; and WHEREAS, the City desires to amend 7.05.040(C)(3) to remove (C)(3) concerning accumulations of snow and ice on public sidewalks as a nuisance since a violation will now be classified as an infraction. NOW, THEREFORE, the City Council of the City of Spokane Valley, Washington ordains as follows: Section 1. Amendment. Spokane Valley Municipal Code 7.05.040 is hereby amended as follows: 7.05.040 Nuisances prohibited No person, firm, or entity shall erect, contrive, cause, continue, maintain, or permit to exist any public nuisances within the City, including any public rights-of-way abutting a person, firm, or entity's property. Prohibited public nuisances include, but are not limited to: C. Sidewalks. 1. Any protrusion, awning, or overhang that inhibits or obstructs use of a public walkway or sidewalk. 2. Any object, construction, or damage that inhibits or obstructs the surface use of a public walkway or sidewalk. 3. Snow or ice not removed from a public sidewalk within a reasonable time. 34. Accumulations of dirt or debris not removed from a public sidewalk. Ordinance 17-00* Adopting SVMC 7.45 — Snow and Ice on Public Sidewalks Page 1 of 4 DRAFT Section 2. Adopting Spokane Valley Municipal Code chapter 7.45. A new chapter 7.45 is hereby adopted as follows: SVMC 7.45.010 — Purpose and Authority. The purpose of chapter 7.45 SVMC is to regulate accumulations of snow and ice on sidewalks. This regulation is undertaken in order to promote the safe and efficient movement of pedestrian traffic on sidewalks within City limits and to promote greater economic activity. The provisions of this chapter are adopted pursuant to RCW 35A.11.020, and are to promote the health, safety, and welfare of the citizens of the City. SVMC 7.45.020 — Definitions. Terms used within this chapter are defined as follows: "Accumulations of snow and ice" means snow and ice deposited by natural or artificial sources. "Artificial sources" means operations which result from human efforts that cause snow or ice to accumulate. These include, but are not limited to: 1. Snow removal operations conducted by the City; and 2. Snow removal operations conducted by private individuals or businesses. "Natural sources" means any natural occurrence which causes snow and/or ice to accumulate. These include, but are not limited to: 1. Snow storms; and 2. Freezing rain. "Sidewalks" means public sidewalks and does not include those sidewalks located entirely on private property. "Removal area" means areas classified Tier I priority or Tier II priority. "Tier I priority" areas include: 1. "Safe Route(s) to School" as delineated upon the official map, entitled Attachment A — Sidewalk Snow Removal Map; and 2. "Commercial, retail, and industrial areas" that currently include the following zoning districts as delineated on the official zoning map of the City: MU Mixed Use District CMU Corridor Mixed Use District P/OS Parks/Open Space NC Neighborhood Commercial District RC Regional Commercial District I Industrial District IMU Industrial Mixed Use "Tier II priority" areas include: "Residential areas" which currently include the following zoning districts, as delineated on the official zoning map of the City: Ordinance 17-00* Adopting SVMC 7.45 — Snow and Ice on Public Sidewalks Page 2 of 4 DRAFT R-1 Single -Family Residential Estate District. R-2 Single -Family Residential Suburban District. R-3 Single -Family Residential Urban District. MF Multifamily Residential District. SVMC 7.45.030 — Duty to Remove Snow and Ice from Sidewalks. A. The owner or occupant of any real property located within or along a removal area shall remove or cause to be removed all accumulations of snow and ice from the sidewalks adjacent to the property. B. Accumulations of snow and ice shall be removed from the sidewalk within 48 hours after the event causing it to accumulate has ceased. C. Tier I priority areas shall be enforced prior to Tier II priority areas being enforced. SVMC 7.45.040 — Amnesty Periods. A. In the event accumulations of snow and ice are deposited in a manner or volume that makes their immediate removal impracticable, the City Manager may announce periods of amnesty during which failure to remove the accumulations of snow and ice will not result in a violation pursuant to SVMC 7.45.060. B. The announcement shall be accompanied by a public notice stating: 1. The circumstances necessitating the amnesty period; and 2. The amnesty period's duration, including the date and time that it will end. C. The City Manager may extend the amnesty period by issuing an additional announcement and public notice pursuant to SVMC 7.45.040(B). SVMC 7.45.050 — Improper Removal. Removing and depositing snow and ice in a manner which obstructs or creates an obstruction to vehicular or pedestrian traffic constitutes the misdemeanor of disorderly conduct pursuant to SVMC 8.25.030 and RCW 9A.84.030. SVMC 7.45.060 — Penalties. A. Any person or business found in violation of SVMC 7.45.030 shall be found to have committed a class 4 civil infraction, and shall be subject to the monetary penalties set forth in RCW 7.80.120, as adopted or subsequently amended, including any applicable statutory assessments. B. After a citation has been issued, the violator shall have 48 hours to clear accumulated snow and ice from the sidewalk before an additional citation may be issued. C. Any person or business found in violation of SVMC 7.45.030 for a third time within a 12 month period, and all subsequent violations in that 12 month period, shall be found to have committed a class 3 civil infraction, and shall be subject to the monetary penalties set forth in Ordinance 17-00* Adopting SVMC 7.45 — Snow and Ice on Public Sidewalks Page 3 of 4 DRAFT RCW 7.80.120, as adopted or subsequently amended, including any applicable statutory assessments. SVMC 7.45.070 — Defense for Violation. It shall be a defense to a violation of SVMC 7.45.030 if: 1. The subject property is occupied as a residence, regardless of zoning designation; 2. The violator is 65 years or older, or possesses a physical disability that has been verified by a medical doctor which prevents them from removing accumulations of snow and ice from the sidewalk; and 3. The violator can provide documentation that shows reasonable efforts to obtain snow removal services were made but were unsuccessful. SVMC 7.45.080 — Educational Program. The City Manager shall adopt and maintain a comprehensive program to educate the public about the enforcement requirements contained in this chapter, as well as lists as appropriate regarding potential resources that residents and businesses may choose to utilize at their discretion for removal of sidewalk snow and ice. Section 3. Severability. If any section, sentence, clause, or phrase of this Ordinance should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause, or phrase of this Ordinance. Section 4. Effective Date. This Ordinance shall be in full force and effect five days after the date of publication of this Ordinance or a summary thereof in the official newspaper of the City. Passed this day of , 2017. ATTEST: L.R. Higgins, Mayor Christine Bainbridge, City Clerk Approved As To Form: Office of the City Attorney Date of Publication: Effective Date: Ordinance 17-00* Adopting SVMC 7.45 — Snow and Ice on Public Sidewalks Page 4 of 4 Sidewalk Snow Removal - Update Cary Driskell City Attorney, City of Spokane Valley Jacob Dillon Legal Intern, City of Spokane Valley City of Spokane Valley - Office of the City Attorney April i8, 2017 i aground Accumulated snow and ice on public sidewalks can: Impede pedestrian travel and inhibit the use of assistive mobility devices on public sidewalks, Create hazardous conditions increasing the likelihood that pedestrians will suffer significant injury or bodily harm, and Restrict public access to local businesses and other services potentially affecting their profitability. City of Spokane Valley - Office of the City Attorney Brief review of process to date 2003 - adoption of nuisance code provisions; February 23, 2016 - staff discussed options re: ice/snow.; Council requested a draft ordinance; August i6, 2016 - presentation on draft ordinance, Council requested changes; September 13, 2016 - Council discussed ordinance revisions, formed ad hoc committee to identify other options for dealing with sidewalk snow/ice; City of Spokane Valley - Office of the City Attorney Review of process - continuted . November 2o16/January 2017 - ad hoc committee met and discussed options, made recommendations; January 17, 2017 - administrative report on recommendations of ad hoc committee; February 21, 2017 -administrative report to summarize options previously discussed. City of Spokane Valley - Office of the City Attorney Summary of agreed items Reduce the amount of snow being moved from roadways to sidewalks. Change blades on City plows from bat wing to straight; Plows to slow down on lane closest to curb to push snow to curb where possible instead of sidewalk. Amend road design standards to require separated sidewalks on all new roads, and on retrofit projects where feasible, depending on available right-of-way. City of Spokane Valley - Office of the City Attorney Summary of agreed items - continued Educate the public on snow removal obligations: Include widespread distribution/education of removal requirements, including consequence of noncompliance. Identify realistic assistance options for snow/ice removal for those with physical limitations, some free, others for a fee. Make list available on City website, communicate list to public other ways as appropriate. Notify parking lot snow removal businesses of requirements, suggest to their customers to include in annual quotes. Notify property owners of potential liability for noncompliance. City of Spokane Valley - Office of the City Attorney Unresolved issues On February Zi, Zoic, there appeared to be two remaining unresolved issues. First, there appeared to be a recognition that the City needs to have an appropriate enforcement mechanism in the event people refuse to comply (as opposed to being unable to comply). The existing nuisance code provisions are poorly designed for resolving these issues. Second, how would the City deal with snow removal on sidewalks abutted by a fence not at the front of a property. City of Spokane Valley - Office of the City Attorney eview of the prior proposed ordinance Amends SVMC 7.o5.o4o(C) so the failure to remove accumulated snow and ice from the public sidewalk will no longer constitute a nuisance because it would be enforced as a civil infraction under the proposed ordinance. Imposes the duty to remove natural and artificial accumulations of snow and ice from public sidewalks within 48 hours after snow stops on the owners and occupants of the adjacent property. High traffic "Tier I" areas would be enforced prior to lower traffic "Tier II" areas. (SVMC 7.45.030) Gives the City Manager the ability to declare periods of amnesty during significant snow events, during which chapter 7.45 SVMC would not be enforced. (SVMC 7.45.040) City of Spokane Valley - Office of the City Attorney Review continued Acknowledges that depositing snow and ice so as to obstruct vehicular or pedestrian traffic is still a misdemeanor under separate SVMC 8.25.o3o(C). (SVMC 7.45.050) Would treat the first and second violations of chapter 7.45 SVMC within a 12 month period as class 4 civil infractions, any additional violations within that time are a class 3 civil infraction. Failure to comply within 48 hours after first citation could result in another citation until resolved. (SVMC 7.45.060) Allows residential violators to raise a defense for a violation if certain requirements are met relating to age and physical limitations. (SVMC 7.45.080) City of Spokane Valley - Office of the City Attorney City of Spokane Valley Sidewalk Snow Removal Priority Map To see a larger version of this map, please visit our website at spokanevalley.oegmsnow. Lrh'n7 1 .Y• Snow and ice must he removed within 48 hours after snowfall has stopped.. I"% City of Spokane Valley Code Enforcement, 509-921-1000. Dnline reporting at spokanevalley.org/CARES Good for business.. Good for our community! Keep sidewalks cleared of snow and ice. Tier I: First Priority Because they are more heavily used by Safe Routes to Schools pedestrians, Ter I areas are the most critical for sidewalk snow and ice e ammercialretailjindustrial areas removal. As such, they are the first priority for enforcement. Tier IIS Second Priority Ter II areas include the remaining residential areas in the city and are the Residential areas I I secondary focus for enforcement 10 Pedestrian Safety Sidewalk snow and ice removal is impoitant for the safety and well-being of pedestrians in our community, especially schoolchildren, elderly, and others with mobility concerns. Businesses and residents are reminded that they are responsible for keeping sidewalks adjacent to their properties cleared of snow and ice. Sidewalk snow{Ke removal regulations, including fines for non-compliance, have been adopted. {Ch. 7.45 SVMC) Snow Removal Compliance Snow and ice must be removed fi om sidewalks within 48 hours after snowfall has stopped. Fines for non-compliance are as follows: First violation within a 12 -month period $51.25 Second violation within a 12 -month period $51.25 Each additional violation within a 12 -month period $102.50 Resources for ElderlylDisabled Snow/ice a emovaJ resources may be available For elderly or disabled individuals who are physically and financially unable to clear snow and ice from their sidewalks, See "2-1-1" information on the back of this brochure. Snow Removal Priorities See the Sidewalk Snow Removal Priority Map inside for information on areas identified for Tier I and Tier II enforcement priority. Snow Questions/ Concerns If you have questions or concerns about snow removal, contact us at 509-921-1000 or go to spokanevalley,org/snowi[nfa for more information. Get SnowInfo Updates by Email You can get emailed Snowlnfo Updates whenever snow plowing and/of de-icing are under way. Go to spokanevaIley.org{signup and enter your email address. You can also hear recorded Snawlnfo Updates by calling 509-720-5311. uPaire way's Al. .241 Cel Ceoritried.Ger AMO.. -i Local public seivice and/or volunteer organizations may be available to help elderly or disabled community members who are physically and financially unable to clear their walkways. CaII 2-1-1, or toll-free (866)-904- 9060 for information and referrals, or log onto avin211.org far more information. (Income restrictions may apply.) *dime 4.000Valley City of Spokane Valley 11707 E. Sprague Avenue, Suite 106 Spokane Valley, WA 99206 Ph: 509-921-1000 FAX: 509-921-1008 cityhall espokanevalley.org spokanevalley.oig September 2016 SNOW INFO SIDEWALK SNOW REIYIAVAL 11 Sidewalks abutting rear fence The second unresolved issue was how to deal with sidewalk snow/ice on sidewalks abutting a rear -facing fence. Council consensus appeared to favor not requiring the property owner to remove snow/ice. This will have consequences for the City though. City of Spokane Valley - Office of the City Attorney Sidewalks abutting rear fence —cont. We will discuss some, but not all of these, in the following slides. Many are along Safe Routes to School, which are included in the Tier 1 area because of the importance to child safety. Safe routes to school include both sides of street in nearly all areas. A hallmark of being designated a Safe Route is that they are areas where potential conflicts between pedestrians and vehicles are minimized. As such, it would be contradictory to require children to cross busy streets to avoid sidewalks that are not being cleared by the property owners. If the adjoining property owner is not required to clear it, the only other alternative would be for the City to take responsibili for doing so. The City does not have any budget currently for oing so. City of Spokane Valley - Office of the City Attorney Sidewalks abutting rear fence —cont. In an initial search, staff found roughly 32,000 linear feet, or 6.5 miles; this is not a complete list. As we go through these, staff will look for direction on how to handle each type. If the City were to pay for snow/ice removal on these, the cost would likely be impacted by the following: Would the work be done by staff (likely need additional staff) or by contract; Whether snow/ice would have to be fully removed; Whether there is a minimum distance away from a corner before deemed eligible for exemption (one lot away? two lots away?); Whether applicable homeowner associations would be required to remove their own snow/ice; The adopted snow/ice depth threshold before removal begins; and The number of separate sites to mobilize to (load/unload equipment. City of Spokane Valley - Office of the City Attorney Rear sidewalks - examples a. Tier 1, Safe Routes to School -Progress from Wellesley to Crown, a distance of1,250 feet. Although both sides of Progress are listed as Safe Route locations, there is no crossing on Progress from Crown on the west side of Progress to the east side of Progress until you go south from Crown to the crosswalk, 590 feet. Progress north of Wellesley is the main route for traffic going to Forker Road and Bigelow Gulch from Sullivan Road, including truck traffic heading to the North/South Freeway. City of Spokane Valley - Office of the City Attorney E_OryrnpLW Mve a�. I o Jj n T g. EtWellesleq Ave 4 O ` N15Goole i3 i aogle Earth N Imag ry Crate: 4/7/2016 47=42'07.82 N 117°12'06.93" W elev 2043 ft eye alt 3755 ft Co Examples - continued • b. Tier 1, Safe Routes to School - North side of Wellesley from Progress to Burns Road, a distance of 750 feet. Both sides of Wellesley are deemed a Safe Route to School. City of Spokane Valley - Office of the City Attorney i7 E .Wellesley r.ve 3 C� ogIe Eart r.J. 1995 _ /, Imagery' Date 4. 7.2015 47°42'05..72" N 117°12'14.70" W elev 2036 ft>= eyealt 2949 ft =`) Examples - continued • c. Tier 1, Safe Routes to School - Woodlawn Drive from 4oth Avenue to 36th Avenue. The west side is 1,750 feet, and the east side is 1,440 feet. The property between the fences and the traveled roadway is owned by the Pine Rock Ridge Homeowner's Association, including the sidewalks. Does the Council want to require the Pine Rock Homeowner's Association to clear the sidewalks? City of Spokane Valley - Office of the City Attorney 1995 Imagery Date: 4!712016 47°37'19.64" N 117°13'54.02" \'i elev 2035 ft eye alt 3279 ft Examples - continued d. Tier 1, Safe Routes to School - 16th Avenue from Vercler Road to Woodlawn Road. This measures 64o feet from Vercler Road to the edge of the property for McDonald Elementary. Two of the properties border Virginia Street, two properties are one property away from Virginia Street, but one of those properties does not have a fence at the rear of the property adjacent to Vercler Road, only adjacent to 16th Avenue. Does the Council want to require any property owners not on the immediate corner to remove snow adjacent to 16th Avenue? City of Spokane Valley - Office of the City Attorney ocogle Earth, Imager( Date: 4/7/2016 47°38'34.33" N 117°13'59k01" W eleV 2076 ft eye alt 2929 ft 0 Examples - continued e. Tier 1, Safe Route to School - Pines Road adjacent to The Greens, between 38th Avenue and 4oth Avenue, west side of Pines. The sidewalk is on property owned by The Greens at Midilome Owners Association. City of Spokane Valley - Office of the City Attorney 47°3117.48" N 117°14'22.69" W Tier 2 examples - continued • f. Residential area - 321a Avenue from Evergreen to Best Road, a distance of1,265 feet. City of Spokane Valley - Office of the City Attorney 25 Imagery date: 4/712016 47°3144.98" N 1.7°12!55.96" L:' elev 2025 ft eye alt 3299 ft Tier 2 examples - continued � g. Residential area - 321a Avenue from Pines Road to University Road, a distance of one mile. City of Spokane Valley - Office of the City Attorney 27 Imagery Date: 477:2016 47°37'41.22" N 117°15'02.23" C•i ele\• 2036 ft eye It 7947 ft Tier 2 examples - continued � h. Residential area - 321d Avenue from Browns Park to Clinton Road, a distance of 2,35o feet. City of Spokane Valley - Office of the City Attorney 29 2 °\ 4L I; Date: 4/21.2016' : m( 47.3140.551 v%7355 w y 2026R eye alt 438819: Tier 2 examples - continued • i. Residential area - Mission in front of the Whimsical Pig Apartment complex, a distance of 1,330 feet. City of Spokane Valley - Office of the City Attorney 3i 13148E Mission Ave Tier 2 examples - continued • j. Residential area - Montgomery/Wilbur/Ermina (area surrounding the Montgomery Court Apartments), a distance of i,800 feet. City of Spokane Valley - Office of the City Attorney 33 ME Exit Street View •!f.: 2016 Google.' (E) 20 7 e Google Earth 47.4040.25" N 11715101.0V 34 Tier 2 examples - continued � k. Residential area - Park at 6th Avenue to 8th Avenue, a distance of 320 feet. City of Spokane Valley - Office of the City Attorney 35 rr� — E'S4•h•Ln; I Imagery Cate 4/7/2016 • 47939'02.43' N 117°181" W elegy 2030 ft' eye alt 2940 ft 0 Tier 2 examples - continued 1. Residential area - Rotchford Drive adjacent to Shelley Lake West and Central Valley High School (west side of Rotchford Drive), a distance of 3,03o feet. The east side of Rotchford Drive is an additional 2,500 feet. City of Spokane Valley - Office of the City Attorney Shelley Lake - a lrnagery Date. 4/7/2016 1 '' Google ruy.47°38'59.47" N 117.11'12.57" :'•1 elev 2035 ft Reye alt Tier 2 examples - continued • m. Residential area - Sullivan from near 16th Avenue to 22nd Avenue, a distance of 1,280 feet. City of Spokane Valley - Office of the City Attorney 39 sE24t£ VeGaogle-Ear--t Imagery Date: 4/7/2016 47°38'19.87" N 117°11'37.95" W elev 2051 ft eye alt 5127 ft Tier 2 examples - continued • n. Residential area - Wellesley from Isenhart to Conklin, a distance of 98o feet. City of Spokane Valley - Office of the City Attorney 4i E• aS4ta:1d•G[ & 1 86 . _ - Imager; Date: 4:712016 47°42'02.87" IJ 117°11'03.27" °•i elev 2079 ft eye alt 3749 ft Tier 2 examples - continued � o. Residential area - 16th Avenue at Evergreen, adjacent to Dhaenen's Square, a distance of 95o feet counting both directions, and excluding the wellhouse property. City of Spokane Valley - Office of the City Attorney SA�alor-L-n S -Marney -L -n 1.5t•hAve E 1.5th-k4AIL J 1995 -+Imagery Date: 4(712016 47938'35.37" N 117°1.3'12.18" -7 !TPV 2065 ft eye alt 2901 ft 44 Tier 2 examples - continued � p. Residential area - Dishman-Mica Road, various areas, a total of 5,70o feet. City of Spokane Valley - Office of the City Attorney 45 Gaggle Earth Imagery Date: 4/7Ap16 47°38'41.25" N 117°16 28.26" WWelev 1998 ft eye alt 331619: Conclusion • Questions? Other discussion points? Consensus to move forward with implementing this program? City of Spokane Valley - Office of the City Attorney Pedestrian Safety Sidewalk snow and ice removal is important for the safety and well-being of pedestrians in our community, especially schoolchildren, elderly, and others with mobility concerns. Businesses and residents are reminded that they are responsible for keeping sidewalks adjacent to their properties cleared of snow and ice. Sidewalk snow/ice removal regulations, including fines for non-compliance, have been adopted. (Ch. 7.45 SVMC) Snow Removal Compliance Snow and ice must be removed from sidewalks within 48 hours after snowfall has stopped. Fines for non-compliance are as follows: First violation within a $51.25 12 -month period Second violation within a $51.25 12 -month period Each additional violation within a 12 -month period $102.50 Resources for Elderly/Disabled Snow/ice removal resources may be available for elderly or disabled individuals who are physically and financially unable to clear snow and ice from their sidewalks. See "2-1-1" information on the back of this brochure. Snow Removal Priorities See the Sidewalk Snow Removal Priority Map inside for information on areas identified for Tier I and Tier II enforcement priority. Snow Questions/ Concerns If you have questions or concerns about snow removal, contact us at 509-921-1000 or go to spokanevalley.org/snowinfo for more information. Get SnowInfo Updates by Email You can get emailed SnowInfo Updates whenever snow plowing and/or de-icing are under way. Go to spokanevalley.org/signup and enter your email address. You can also hear recorded SnowInfo Updates by calling 509-720-5311. United Way's * "Zit gig Get Connected. Get Answers. Local public service and/or volunteer organizations may be available to help elderly or disabled community members who are physically and financially unable to clear their walkways. Call 2-1-1, or toll-free (866)-904- 9060 for information and referrals, or log onto win211.org for more information. (Income restrictions may apply.) City of Spokane Valley 11707 E. Sprague Avenue, Suite 106 Spokane Valley, WA 99206 Ph: 509-921-1000 FAX: 509-921-1008 cityhall@spokanevalley.org spokanevalley.org September 2016 Show INFO SIDEWALK SNOW REMOVAL City of Spokane Valley Sidewalk Snow Removal Priority Map To see a larger version of this map, please visit our website at spokanevalley.org/snow. Good for business.. Good for our community! Keep sidewalks cleared of snow and ice. 1ibrrn Like Snow and ice must be removed within 48 hours after snowfall has stopped. City of Spokane Valley Code Enforcement, 509-921-1000. Online reporting at spokanevalley.org/CARES Tier I: First Priority Safe Routes to Schools Commercial/retail/industrial areas Because they are more heavily used by pedestrians, Tier I areas are the most critical for sidewalk snow and ice removal. As such, they are the first priority for enforcement. Tier II: Second Priority Residential areas Tier II areas include the remaining residential areas in the city and are the secondary focus for enforcement. 1 1 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: April 18, 2017 Department Director Approval: Check all that apply: ['consent ❑ old business ['new business ['public hearing ❑ information ® admin. report ['pending legislation ['executive session AGENDA ITEM TITLE: Sullivan Road West Bridge Replacement Project #0155 Update GOVERNING LEGISLATION: N/A PREVIOUS COUNCIL ACTION TAKEN: Admin report on revised De Minimis determination on impact to the Centennial Trail related to Trail realignment work on October 6, 2015; Motion to Approve on October 13, 2015 regarding the revised De Minimis Determination on Impacts to the Centennial Trail; City Manager comments and Council agreement on October 20, 2015 for City Manager to execute Centennial Trail realignment change order based on Finance Committee approval; Info RCA regarding Centennial Trail realignment change order for soldier piles on November 10, 2015; Admin report on Centennial Trail realignment Phase 2 change order (Change Order No. 11) on June 28, 2016; Info RCA — Council Update, October 25, 2016; Info RCA — Council Update, December 6, 2016. BACKGROUND: The purpose of this memorandum is to provide Council with an update on the status of the Sullivan Road West Bridge Replacement project. Construction began September 2014. The allotted Contract time expired in late October 2016. The Contractor may also request additional time for pending change order work. The Contractor resumed construction on March 20, 2017. The remaining work is expected to take three to four weeks and includes: • Sidewalks at North & South Ends of East Bridge • Landscape Planting, Sod, & Irrigation Systems • Retaining Wall Railings and Stain • Punch list items Completion is expected to occur in early May. The following table provides a general summary of the current project budget status: Revenues: Federal BR Grant State TIB (CN) State FMSIB Grant (10% CN) Utilities City* CH2M Total Funds Available $ 8,000,000 $ 3,500,000 $ 1,527,379 $ 367,681 $ 2,374,436 $ 86,197 $15,855,694 Estimated Expenditures: PE $ 1,824,835 RW $ 81,503 Phase 1 CN $ 181,145 Phase 2 CN $13,752,777 Total Est. Expenditures $15,840,260 *Includes estimated revenues from Fund 311 for northbound street preservation work. OPTIONS: Information RECOMMENDED ACTION OR MOTION: Information BUDGET/FINANCIAL IMPACTS: None STAFF CONTACT: Gloria Mantz — Interim Capital Improvement Program Manager John Hohman, P.E. — Deputy City Manager ATTACHMENTS: PowerPoint presentation Working Day Calculation Engineering Services For SULLIVAN ROAD West Bridge Replacement Project April 18, 2017 Administrative Report Discussion Items ■ Purpose for Project ■ Project schedule & status ■ Bid Issues ■ Change Order Summary ■ Budget status ■ Project Successes Purpose for Project • Steady decline in condition from heavy usage • Sufficiency Rating = 24 (on scale of 1-100) • Structurally deficient, functionally obsolete • Weight restriction imposed CRACK EXTENDS UP INTO WALKWAY. Purpose for Project ■ Temporary Repairs needed ■ Completed February 2012 ■ $194,000 — City Funded ■ Removed Weight Restrictions SULLIVAN RD BRIDGE SOUTFICSOUND Overall Project Schedule Bridge RFQfor Bridge 50%Total BudgEt Inspection Design Consultant Estimate $2D.7h1 October 2009 August 2011 $8M in 3R grant =unds November 2010 Temporary Bridge Repairs—Weight Restrictions REmaved February 2012 January 2013 CoistrLetion Begins September 2014 Initial Bid — Garro &Apollo June 2014 Construction Resumes March 2017 June 2011 Weight Restrictions posted September 2010 $2M in FMSIB grant funds November 2012 December 2011 Design Consultart CH2M Hill $3.5M inTIB grant funds July 2014 Re -Bid r1U( $12.3W (Tatal Budget $15.51V1) July 2013 9 Total Budget Estimate $15.3M May 2017 December 2016 9514 Complete Expected Construction Complete Construction Status • Construction resumed March 20, 2017 • All lanes open in final configuration since mid-November 2016. • New 10 -foot wide illuminated walkway in service since December 5, 2016. • Work Remaining (approximately 3-4 weeks): — Sidewalks at North & South ends of east Bridge — Landscape planting, sod, & irrigation systems — Retaining wall railings and stain — Punch list work • Expected end of construction — beginning of May Construction Status • 484 working days specified in contract • 46 working days added via change orders • Working days began September 15, 2014 • Contract completion date — October 26, 2016 • Currently 43 working days beyond contract, as of April 6, 2017 • Liquidated damages = $3,814/day • Current withholding $94,135 (out $118,234 through Dec 2016) • Prime is disputing liquidated damages Bid Issues • Initial Bids Opened June 13, 2014 • Garco apparent low $11,749,086 • Apollo $15,264,091 Engineer's estimate $12,956,387 • Both bids had administrative or clerical errors PART 2 • Minor errors not un -common sID PROPOSAL DOCUMENTS • WSDOT Standard Specification 1-03.1 "If a discrepancy exists between the price per unit and the extended amount of any bid item, the price per unit will control." "The right is reserved by the Contracting Agency to waive informalities in the bidding, ..." • Bid Proposal Form "The City reserves the right to reject any or all proposals, portions or parts thereof and to waive all minor irregularities in the bidding." LC7 Bid Issues IrEF1# ElEr1 U CRIPTI ! UNITS f QUANTITY PRICE:UNR TOTAL Garco Bid Proposal Correct to $1.00? Correct to $11,826,721.00? A-5 SAWCUI ACP OR PGC PAVEMENT B-1 SAWCUT ACP OR PCC PAVEMENT LF -►N C-2 SAVVCUT ACP OR PCC PAVEMENT Apollo Bid Proposal LF -IN LF -IN 3,439 240 A-5 SAWCUT ACP OR PCC PAVEMENT LF -IN 3,439 1.70 B-1 SAWCUT ACP OR PCC PAVEMENT C-2 SAWCUT ACP OR PCC PAVEMENT LF -1N 240 l' .1:7‘;6, c53 F -IN 4,191 Engineer's Estimate = $1.40 Bid Issues Considerations ■ Can true intent be determined beyond any doubt? • Price/Unit values shown in multiple schedules and in Apollo bid. • Engineer's estimate value • Total carried forward to Bid Proposal Summary • $11.8M for sawcutting not reasonable ■ Does correction give an advantage to one bidder over other bidders? ■ City concluded - Garco error "Minor Irregularity" — intent clear ■ Apollo submitted protest letter ■ City's position: Reject Apollo protest & award contract to Garco ■ City's legal consultant provided case law examples supporting City's position Bid Issues ■ WSDOT/FHWA contrary opinion - WSDOT Standard Specification 1-03.1 language - Price/Unit takes precedence over Total ■ June 24, 2014 email response from WSDOT • FHWA representative "...is not willing to negotiate with City's legal person in order to violate the Contract specifications. They are going to have to reject all bids and readvertise." • City rejected both bids and re -advertised to remain eligible for federal funds ($8M at risk) ■ Delayed construction approximately 6 weeks Rebid Results ■ 2" Bids Opened July 18, 2014 — 4 bids received • Max J Kuney • Garco Construction • West Company • Apollo ■ Initial Bids Opened June 13, 2014 • Garco Construction • Apollo ■ Engineer's estimate $12,307,560 $12,349,202 $12,852,738 $13,444,036 $11,749,086 $15,264,091 $12,956,387 ■ July 18, 2014 bids $558,474 higher than initial bid ■ Delayed project 6 weeks NNNNN NB Sullivan Street Preservation Change Order Summaw Chan a Orders Flora Pit Road Sewer Connection (100% funded by Spokane County) Centennial Trail Realignment (3 change orders, $86,197 reimbursed by Consultant) NB Sullivan Road Street Preservation (Fully funded by Fund 311) Combined Other eight change orders Total of 13 executed change orders $51,343.36 $509,937.79 $54,436.30 ($75.00) $615,642.45 Centennial Trail Realignment The vertical clearance between the surface of the Centennial Trail and the bottom of the new Sullivan Road Bridge did not meet minimum standards, which required the installation of retaining walls, earthwork, paving, and realigning the trail at cost of $509,938 ■ Design error = Failure to identify conflict before bid ■ AT&T fiber optic cable below existing trail alignment. Time to relocate unknown, minimum of 9 weeks. AT&T estimated $152,500 for work. Additional costs for Contractor to lower trail about 5 feet. ■ CH2M covered all design costs and reimbursed City $86,197 ■ Trail realignment work may be eligible for additional grant funds ■ City's share could be up to $423,741 $7,339 Pending Change Orders • Costs shown are tentative and have not been formally agreed to by Contractor Water System Revision so . - • •L�' ($145,454) South Swale Restoration $6,803 Retaining Wall Stain $8,415 River Traffic Control Claim $12,669 Signal Pole Foundation Replace Unsuitable Material $18,228 Total Pending Change Orders ($92,000) New water main to provide domestic, irrigation and fire protection water service to Sullivan P to replace existing well that only supplies domestic and irrigation water • Included in the initial contract. Outside of bridge replacement scope. City did not allocate additional funds • Designed to connect from main at Indiana from Consolidated Irrigation District No. 19. MOU executed December 2013 Water System Revision State Park Parcel Pavement restoration area in Contract Expanded pavement restoration area Water System Revision • In March 2016, City was notified that Sullivan Park is xniithin fill -lira service area of Trentwood Irrigation District No.3 (Trentwood) • Requires connection to the north of the park to be done by Trentwood because it is located of Area of Potential Impact (APE) • Federal funding does not allow any work to be done outside of the established APE • Pending change orders for water revisions is a credit of $145,454 • Trentwood construction estimates and annexation fees are estimated at $152,858 based on cooperation with adjacent property owner Budget Status Revenues FHWA BR Grant TIB Grant FMSIB Grant Utilities City CH2M Total Funds Available July 2014 $ 8,000,000 $ 3,500,000 $ 1,501,000 $ 316,418 $ 2,320,000 $ $15,687,418 Current $ 8,000,000 $ 3,500,000 $ 1,527,379 $ 367,681 $ 2,374,436 $ 86,197 $15,855,694 Estimated Expenditures Preliminary Engineering Right -of -Way Phase 1 CN Phase 2 CN (Estimate) Total Est. Expenditures Comments May qualify for up 15% additional 10% Eligible Expenditures CO#3 Spokane County Sewer CO#12 (North bound lane preservation Fund 311) CH2M Settlement $ 1,824,835 $ 81,503 $ 181,145 $ 13,752,777 $ 15,840,260 Does not include Trentwood connection Does not include liquidated damages Project Successes ■Sullivan Park improvements ■ Expanded park and new picnic shelter ■ Automated irrigation system for Sullivan Park ■ River viewing platforms on bridge ■ Improved river access Project Successes ■ New bridge with 75 year life ■ More lanes for future industrial growth ■ Reduced congestion ■ADA ramp between Sullivan Road and Sullivan Park Project Successes Questions• Date 2014 2015 2016 2017 Date Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 1 2 3 4 5 Holiday Hold, 1 1 1 1 1 1 1 1 1 1 1 oimavHo 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 norm, 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 udav 0.5 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 ordav H 1 1 1 1 1 1 1 1 Holiday 1 1 1 1 1 1 1 1 1 1 H outlay 0 ontame- rneor Co e nwor Co e u rneomaoie unwomaoe or pie pie 1 1 1 ® 1 2 3 4 5 unwontame 1 6 7 8 Contracted 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Hol l day 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 rneor Co e nwor Co e Urnuor Co e nwor Co e nwo Co e nwor�ame 6 7 8 9 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 unwontao 9 10 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 10 11 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Hord, rwo 11 12 NTP 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Come- 12 13 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 rneontao 13 14 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 nwo Co e rneor a 14 15 salmon Bac 1 1 1 1 1 1 1 1 1 1 1 1 H outlay 1 1 1 1 1 1 1 15 16 1 1 1 1 H outlay 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 H outlay a rneomaoe 16 17 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 rneoma 17 18 Open ams 1 1 1 1 1 1 1 1 1 rneor Co e 1 H outlay 1 1 1 1 1 1 1 1 urneo Co e 18 19 1 1 1 H ormav 1 1 1 1 1 1 u ie 1 1 1 1 1 1 1 1 u nwo1 ole 19 20 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Holiday 1 20 21 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Co e 1 21 22 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 uf7or 1 22 23 Award Lo- 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 unwontao 1 23 24 1 1 1 1 1 1 1 1 1 1 1 1 0.5 Hord, rneo Co e rneomaoie 1 24 25 1 1 Holiday 1 1 = 1 1 1 1 Hoimay 1 1 1 1 1 1 1 1 Holiday 25 26 1 1 1 1 1 1 1 1 1 Holiday 1 1 1 1 1 1 1 1 Hormav a 26 27 as Ad 1 Holiday 1 1 1 1 1 1 1 1 Holiday1 1 1 1 1 1 u ie woe 1 27 28 1 Holiday 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 28 29 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 � 29 30 1 1 1 1 1 1 1 1 1 1 1 1 1 i 1 1 a 1 30 31 >.< >.< 1 �� 1 >.< �� 1 1 �< >.< 1 X 1 >< 1 >< 1 1 urneontaoie 1 >: 31 Contract Contract Time 0 0 0 12 35 53 71 90 109 131 153 173 195 217 240 261 283 301 322.5 342 362 385 406 427 449 469 492 513 530 530 530 530 530 530 530 530 530 Time Overrun 3 22 31 31 31 40 43 43 43 Overrun Week 1-3 3-7 8-11 12-16 16-20 21-24 25-29 29-33 33-37 38-42 42-46 47-51 51-55 55-59 60-64 64-68 68-72 73-77 77-81 81-85 86-90 90-94 94-98 99-103 103-107 108-112 112-116 116-120 121-125 125-129 129-133 134-137 138-141 141-145 Week Color Code: Saturday/Sunday Non -Work Day Holiday and Specified Winter Break Non -Working Day In -river work restricted by HPA Project Milestone Special Event Specified Non -Work Day unwontame Logged Unworkable Day Change Order Day Added Contract Time Overrun Day Updated: 4/13/2017 To: From: Re: DRAFT ADVANCE AGENDA as of April 13, 2017; 2:15 p.m. Please note this is a work in progress; items are tentative Council & Staff City Clerk, by direction of City Manager Draft Schedule for Upcoming Council Meetings April 25, 2017, Formal Meeting Format, 6:00 p.m. Proclamation: Lemonade Day 1. Consent Agenda (claims, payroll, minutes) 2. First Reading Ordinance 17-006 Wilbur Rd Street Vacation - Karen Kendall [due Tue, April 181 (5 minutes) (10 minutes) 3. Motion Consideration: Indiana Preservation Bid Award - Craig Aldworth, Gloria Mantz (10 minutes) 4. Motion Consideration: 9th Ave Sidewalk Project Bid Award - Robert Lochmiller, Gloria Mantz(10 minutes) 5. Motion Consideration: Euclid and Sullivan Bid Award - Erica Amsden, Gloria Mantz 6. Admin Report: Appleway Trail Update - Mike Stone 7. Admin Report: City Initiated Street Vacation - Karen Kendall 8. Admin Report: Advance Agenda - Mayor Higgins 9. Info Only: Department Reports (10 minutes) (15 minutes) (15 minutes) (5 minutes) [*estimated meeting: 80 minutes] May 2, 2017, Study Session Format, 6:00 p.m. [due Tue, April 251 1. WSDOT Roundabout Presentation- Gloria Mantz; Brian Walsh, Larry Frostad, Glenn Wagemann(25 min) 2. Police Officer Recruitment/Retention/Safety - Chief Werner 3. Mission Street Preservation Project - Erica Amsden, Gloria Mantz 4. Pines/Grace Project - Craig Aldworth, Gloria Mantz 5. Saltese Preservation Project - Robert Lochmiller, Gloria Mantz 6. Surplus Items - Chelsie Taylor 7. City Hall Update - Doug Powell, Jenny Nickerson 8. Advance Agenda - Mayor Higgins 9. Info Only: Draft 2018-2023 TIP (20 minutes) (15 minutes) (10 minutes) (10 minutes) (15 minutes) (5 minutes) (5 minutes) [*estimated meeting 105 minutes] May 9, 2017, Formal Meeting Format, 6:00 p.m. Proclamation: Older Americans Month 1. Consent Agenda (claims, payroll, minutes) 2. Second Reading Ordinance 17-006 Wilbur Rd Street Vacation - Karen Kendall 3. First Reading Ordinance for City -initiated Street Vacation - Karen Kendall 4. Resolution Declaring Items as Surplus - Chelsie Taylor 5. Motion Consideration: Mission St. Preservation Bid Award - Eric Amsden, Gloria Mantz 6. Advance Agenda - Mayor Higgins [due Tue, Mav 21 (5 minutes) (10 minutes) (15 minutes) (15 minutes) (10 minutes) (5 minutes) [*estimated meeting: 60 minutes] Mav 16, 2017, Study Session Format, 6:00 p.m. 1. East Valley Community Coalition for Prevention & Wellness - Mayor Higgins 2. 2017 Budget Amendment - Chelsie Taylor 3. Advance Agenda - Mayor Higgins [due Tue, May 91 (20 minutes) (25 minutes) (5 minutes) [*estimated meeting: 50 minutes] May 23, 2017, Formal Meeting Format, 6:00 p.m. 1. Consent Agenda (claims, payroll, minutes) 2. PUBLIC HEARING: 2017 Budget Amendment - Chelsie Taylor 3. First Reading Ordinance Amending 2017 Budget - Chelsie Taylor 4. Second Reading Ordinance for City -initiated Street Vacation - Karen Kendall 5. Motion Consideration: Award of Pines/Grace Project Bid - Craig Aldworth, Gloria Mantz 6. Motion Consideration: Saltese Preservation Project - Robert Lochmiller, Gloria Mantz 7. Admin Report: Draft 2018-2023 TIP - Gloria Mantz [due Tue, May 161 (5 minutes) (25 minutes) (15 minutes) (10 minutes) (10 minutes) (10 minutes) (20 minutes) Draft Advance Agenda 4/14/2017 8:06:38 AM Page 1 of 3 8. Admin Report: Advance Agenda — Mayor Higgins (5 minutes) 9. Info Only: Department Reports [*estimated meeting: 100 minutes] May 30, 2017, Study Session Format, 6:00 p.m. 1. Advance Agenda — Mayor Higgins June 6, 2017, Study Session Format, 6:00 p.m. ACTION ITEMS: 1. Consent Agenda (claims, payroll minutes) 2. PUBLIC HEARING: Draft 2018-2023 TIP — Gloria Mantz 3. Draft Resolution 17- Adopting 2018-2023 six-year TIP — Gloria Mantz 4. Second Reading Ordinance Amending 2017 Budget — Chelsie Taylor NON -ACTION ITEMS: 5. City Hall Update — Doug Powell, Jenny Nickerson 6. Advance Agenda — Mayor Higgins [due Tue, May 231 (5 minutes) [due Tue, May 30] (5 minutes) (15 minutes) (10 minutes) (10 minutes) (5 minutes) (5 minutes) [*estimated meeting: 50 minutes] June 13, 2017, Special Mtg, Budget Workshop, 8:30 a.m. Council Chambers June 13, 2017, Evening 6:00 Formal Meeting Cancelled June 20-23 AWC Annual Conference, Vancouver June 20, 2017, Study Session Format, 6:00 p.m. 1. Advance Agenda — Mayor Higgins June 27, 2017, Formal Meeting Format, 6:00 p.m. 1. Consent Agenda (claims, payroll, minutes) 2. Admin Report: Advance Agenda — Mayor Higgins 3. Info Only: Department Reports July 4, 2017: no meeting — Holiday July 11, 2017, Formal Meeting Format, 6:00 p.m. 1. Consent Agenda (claims, payroll, minutes) 2. Advance Agenda — Mayor Higgins July 18, 2017, Study Session Format, 6:00 p.m. 1. Advance Agenda — Mayor Higgins July 25, 2017, Formal Meeting Format, 6:00 p.m. 1. Consent Agenda (claims, payroll, minutes) 2. Admin Report: Advance Agenda — Mayor Higgins 3. Info Only: Department Reports August, 1, 2017 — no meeting - National Night Out August 8, 2017, Formal Meeting Format, 6:00 p.m. 1. Consent Agenda (claims, payroll, minutes) 2. Advance Agenda — Mayor Higgins Draft Advance Agenda 4/14/2017 8:06:38 AM [due Mon, June 61 [due Tue, June 131 (5 minutes) [due Tue, June 20] (5 minutes) (5 minutes) [*estimated meeting: minutes] [due Mon, July 3] (5 minutes) (5 minutes) [due Tue, July 11] (5 minutes) [due Tue, July 18] (5 minutes) (5 minutes) [due Tue, Aug 1] (5 minutes) (5 minutes) Page 2 of 3 August 15, 2017, Study Session Format, 6:00 p.m. 1. Advance Agenda — Mayor Higgins August 22, 2017, Formal Meeting Format, 6:00 p.m. 1. Consent Agenda (claims, payroll, minutes) 2. Admin Report: 2018 Budget: Estimated Revenues/Expenditures — Chelsie Taylor 3. Admin Report: Advance Agenda — Mayor Higgins 4. Info Only: Department Reports 1due Tue, Aug 81 (5 minutes) Idue Tue, Aug 151 (5 minutes) (30 minutes) (5 minutes) August 29, 2017, Study Session Format, 6:00 p.m. 1due Tue, Aum 221 1. Advance Agenda — Mayor Higgins (5 minutes) *time for public or Council comments not included OTHER PENDING AND/OR UPCOMING ISSUES/MEETINGS: 8th & McDonald follow-up CDBG (Public Hearing, Sept/Oct) Dept. of Transportation — State Routes Farmers' Market Fee Resolution Health District/Parental Rights ITS (Intelligent Transportation System) LTAC (Nov/Dec) Outside Agencies Presentations (Aug/Sept) Parks Master Plan Property Crimes Initiative Grant Continuation Port Districts SCRAPS Update Second Amendment Sanctuary City Sex Trafficking in Spokane Valley Sign Ordinance Solid Waste Contract Approval Term Limits Transportation & Infrastructure Undergrounding Utility Facilities in ROW Zero Tolerance of Crime Draft Advance Agenda 4/14/2017 8:06:38 AM Page 3 of 3 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: April 18, 2017 Department Director Approval Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation ® executive session AGENDA ITEM TITLE: EXECUTIVE SESSION: Land Acquisition GOVERNING LEGISLATION: [RCW 42.30.110(1)(b)] PREVIOUS COUNCIL ACTION TAKEN: BACKGROUND: OPTIONS: RECOMMENDED ACTION OR MOTION: "I Move that Council adjourn into executive session for approximately forty-five minutes to discuss land acquisition, and that no action will be taken upon return to open session." BUDGET/FINANCIAL IMPACTS: STAFF CONTACT: Cary Driskell ATTACHMENTS: