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2020, 02-11 Special Meeting, Workshop MINUTES SPOKANE VALLEY CITY COUNCIL SPECIAL MEETING: WORKSHOP Spokane Valley City Hall Council Chambers Spokane Valley, Washington February 11, 2020 Attendance: Councilmembers Staff Ben Wick, Mayor Mark Calhoun, City Manager Brandi Peetz, Deputy Mayor Chelsie Taylor, Finance Director Pam Haley, Councilmember Cary Driskell, City Attorney Tim Hattenburg, Councilmember Mike Stone, Parks &Recreation Director Rod Higgins, Councilmember Erik Lamb,Deputy City Attorney Linda Thompson, Councilmember Gloria Mantz, Engineering Manager Arne Woodard, Councilmember John Hohman, Deputy City Manager Morgan Koudelka, Sr. Admin Analyst Chaz Bates, Senior Planner Others in attendance: Bill Helbig, City Engineer About four members of the public Mark Werner, Police Chief John Whitehead, Human Resources Manager Christine Bainbridge, City Clerk Mayor Wick called the meeting to order at 8:30 a.m. WELCOME: Mayor Wick welcomed everyone to the meeting. ROLL CALL: City Clerk Bainbridge called the roll; all Councilmembers were present. Overview of Discussion Topics—Mark Calhoun City Manager Calhoun said today's meeting will address the City's priorities of public safety, pavement preservation, transportation and infrastructure, and economic development; he said those priorities will be tied to our dealings with finance and the budget,as well as homelessness and other topics; and he explained that some topics will include brief presentations to generate discussion and/or communicate with Council so we can further address the items in the future.Mr. Calhoun noted that there are no action items on today's agenda, but for item 8 below, we will be seeking consensus from Council to start the process to apply for the grants. Mr. Calhoun said the meeting is scheduled to end about 2:30 p.m. 1. General Fund, Fund Balance—Chelsie Taylor, Mark Calhoun It was noted that this item is a good reminder of how we arrive at the projected fund balance reserve,which is calculated by examining our cash flow and which amount is equated to approximately six months of budget expenditures. As shown in the Request for Council Action form, Director Taylor explained that the term 'fund balance' is an accounting concept that measures the difference between total assets and total liabilities; and that the primary objective of a fund balance policy is to maintain adequate resources to cope with cash flow needs and contingencies; she noted the anticipated ending fund balance at the end of 2020 to be about $34 million, which she said represents about 79.29% of general fund recurring expenditures. Director Taylor further explained the cash flow needs, as shown on page 2, and said a big piece of the puzzle is the property tax, which is collected twice a year; she noted the remittances from the State of Washington and the lag time between when the State collects the various taxes and when they are remitted to the City. The cash deficit caused by revenue remittance delay, Ms. Taylor explained as shown on page 3 of the memo with a figure of$8,677,533, is needed just to meet the minimum cash flow. Director Taylor also went over the capital projects reserve; the computation of combining minimum fund balance needed to meet cash flow requirement, and that when the fund balance exceeds 50%, the portion over 50% is transferred into Capital Reserve Fund 312,and she mentioned that we have transferred approximately$27.8 Special Council Meeting,Workshop:02-11-2020 Page 1 of 7 Approved by Council:03-10-2020 million into that fund since 2013. Director Taylor also went over the summary shown on the bottom of page 5 of her memo. City Manager Calhoun added that the reason we wait so long is because we don't know what will happen with the economy so we don't turn that money into capital projects immediately, but it will be carried forward in a future budget amendment; and said that handling our finances the way we do,plus carrying exceptionally low debt and having reserves, all helps us to keep that great bond rating. 2. Potential and Pending Projects— Chelsie Taylor, Mark Calhoun It was noted that this was last discussed with Council August 20, 2019; Ms. Taylor went over the figures on the spreadsheet, including the projects being tracked; said she works regularly with engineering to change the figures as more information becomes available; she also noted the future construction and the unfunded projects, as well as the projects included in the box on the far left of that page. City Manager Calhoun said this will be discussed again at the June 16 budget workshop, including the$5 million transfer and that will be discussed yet again with Council in August; it was also noted that unless the project is already underway, Council could change priorities. 3. Budget Calendar—Chelsie Taylor, Mark Calhoun Finance Director Taylor said this is a working calendar of items associated with the budget.Councilmember Woodard mentioned that August 4 will likely get cancelled since that first Tuesday in August is National Night Out. Ms. Taylor said the calendar is subject to change and that change can easily be made. 4. Financial Management Software Replacement—Chelsie Taylor Finance Director Taylor explained that Tyler Technologies supplies updates to our Eden financial management software, and that in the fall of last year, we were notified that they are no longer providing substantive updates and as such, staff feel now is the time to begin assessing our options for replacing Eden with a different financial management software. She explained that staff is in the process of issuing a Request for Qualifications (RFQ) so that a consultant can be selected to help us select a software vendor. Ms. Taylor said that the selected consultant would also aid us with contract negotiation. Director Taylor noted the software selection consultant cost is estimated at$70,000, which would be paid through the City Manager's contingency in the General Fund. Councilmember Thompson asked about us collaborating with other cities to buy collectively, and Ms. Taylor explained that our operations are unique in that we are not a full service city,that is,we do not handle fire,water,and other utilities. Mr. Calhoun added that we would look at a completely integrated software package to include Parks and Recreation, and our SMART Gov that the Planning and Building Division uses. 5. Capital Construction Project Topics—Gloria Mantz 5a. Capital Improvement Projects (CIP)Process Ms. Mantz went through the PowerPoint explaining the requirements and procedures to follow in handling capital projects; she mentioned the two timelines—one for the state and one for the federal; she explained the process for the TIP (Transportation Improvement Program) and of obligating federal funds including what is necessary for the STIP(State TIP)process. Ms.Mantz went over the complicated process for these projects,the timelines,the regulations and requirements,what must be included in each phase of the project, including the preliminary engineering, right-of-way phase; public bid opening and award,the execution of the contract and construction phase. During her explanation of the preliminary engineering,Ms.Mantz was asked to further explain about the UDBE (Underutilized Disadvantage Business Enterprises) goal. Ms. Mantz explained that UDBE goals are for federal projects; and there is a whole set of requirements that go with this and it is very time consuming and she went over some of those requirements, such as complying with the Buy America Act which restricts the purchase of supplies and applies to federal government contracts for products used in the U.S. She also mentioned that as of 2019, there is a new federal requirement called `Prompt Payment Act' which was enacted to make sure bills are paid promptly to subs and to the disadvantaged business; she said the process can be very daunting, and with all these regulations and requirements, staff must attend multiple training sessions throughout the year. At 9:43 a.m.,the meeting went into recess; it was resumed at 9:55 a.m. Special Council Meeting,Workshop:02-11-2020 Page 2 of 7 Approved by Council:03-10-2020 5b. Property Acquisition (right-of-way)Process Ms. Mantz went through the PowerPoint giving a program overview of right-of-way acquisitions. She explained the fundamentals of acquisition including types of property rights,uniform relocation assistance, just compensation, replacement housing, and how the fair market value is established; she also explained about relocation assistance and associated regulations for replacement housing and relocation. Ms. Mantz also briefly explained about the right-of-way process and associated regulations, and gave some examples of acquisition. 6. Homelessness Update—Morgan Koudelka Mr.Koudelka stated that for this topic,the easy part was to draft park regulations;he said that each situation is unique and that the issue can be overwhelming in a short amount of time; he said our approach is also very cautious as we don't want to get sued,but we need to do something;he explained that there is a balance of needs between the homeless population going through their various circumstances, and the desire to serve all residents and keep citizens safe, and keep the city in order. He said staff is still gathering information and will come back to Council with more information later. He also noted that we try to help the homeless as best we can, when they want the help. He stated that at the end of his presentation today, there will be an opportunity for questions and answers and a dialogue of what to expect next. Bringing attention to the four-page"Approach to Homeless Camping" document included with the packet materials,Mr. Koudelka went over the three categories of homeless camps. Category 1: Mr. Koudelka said he and members of the Police Department have talked to some of the people using Balfour Park; and like many others, the campers state that they have no desire to go to a shelter or go to Spokane. Mr. Koudelka said he had everything lined up last week, we posted a notice at their camps with date and time posted of when the day camps had to be removed, and referenced our City Code; and that they would be cited if they remained, and their items would be taken into possession of the City. He noted that the time to be out was yesterday morning, and they had not moved so we showed up with members of the Police Department and our Code Enforcement, and told them they must be out within the next 30 minutes or tickets would be written and property would be seized. He said the `campers' got everything out and Geiger crews picked up the trash. He explained that other than some lingering effects on the property,Balfour Park is now clear and families were actually using the park yesterday as it is intended to be used. Mr. Koudelka said he and others working on this issue realize there are still challenges. He noted there was a couple at the park and Mr.Koudelka told the couple that the Salvation Army had a studio apartment available,and that they would need to complete an application for a 90-day term. Mr. Koudelka said realistically, they likely won't take advantage of that opportunity. He noted the issue is difficult and time consuming,but small steps are being taken. Although the people are out of the park, he noted some are on the Fire District property, and said he is working with the Fire District on the situation. Mr. Koudelka also noted that CenterPlace is having problem with car campers. Category 2 deals with other City owned property. Mr. Koudelka said we have an outreach team that visits campers and distributes copies of the camping ordinance and discusses the City's approach. They tell the campers if they are generating a lot of complaints and are in a very visible location, that creates a lot of conflicts with citizens and businesses, and if they don't cooperate with outreach services,then the City will enforce the camping regulations as soon as an alternative shelter bed is made available, and that we would provide transportation to a shelter if the camper desires;he said the team tries to give them every opportunity but there are some people who don't want to do anything; and another problem that we sometimes see are some angiy vigilantes coming into City Hall; he said our goal is to work with them and get them off the streets and into better situations. Mr. Koudelka said we try to make them understand we are not set up to allow them to camp in various places due to lack of sanitary/restroom facilities, and that we are also aware of the hepatitis issue. Mr. Koudelka again stated that the team works to help those who want the help, and for some of the others, the team works to enforce the regulations. He noted that we also realize that if a person is cited and ends up not showing up for court,that even if a Failure to Appear warrant is issued and the person is arrested, they would likely not be held in the jail for long as the jail simply has no room. He Special Council Meeting,Workshop:02-11-2020 Page 3 of 7 Approved by Council:03-10-2020 said the team also works with the jails and courts to try to avoid a scenario that clogs up the system. Mr. Koudelka said there are some people out there committing property crimes and having a great negative impact on our neighborhoods; and said he is working with the Police Department and crime analysts to determine the impact to surrounding neighbors,which he said helps us prioritize our efforts. Category 3: private property. Mr. Koudelka said we still have a few vacant properties and some homeless have been found sleeping in office buildings, which he said usually gets reported quickly and then the person gets trespassed. Mr. Koudelka said if the incident is reported by the property owner,the Police will trespass the homeless person but they end up returning to the property or another vacant property. Mr. Koudelka said he has worked with the Police for directed patrols for repeat offenders as they'll likely migrate to nearby camps; he noted there are some high profile areas where they need to be removed from and kept off those properties; then the team can contact the person and have a more effective outreach as well as a targeted plan on how to approach the issue;and he said if a property owner doesn't want to enforce the trespass, then we send out Code Enforcement for possible violations of our code. Mr. Koudelka noted that camping in RVs or cars should also be reported. Councilmember Higgins mentioned the chronic property west of Wal-Mart,the one with the burnt building, and said people have been complaining but it appears nothing is being done about the situation. Deputy City Attorney Lamb said that they are going through the process and that it will ultimately get cleaned up; he said our no camping regulations only apply to public property, so in this situation, it is best to work with the property owner and get the people trespassed. Mr.Koudelka added that this has been a lot of work with various people including code enforcement, law enforcement, and others, and that sometimes the RVs are used for illegal purposes; he said they are putting a team together of people who have been dealing with this, and that they are all working off the same information which leads to more effective results. He said we don't restrict RV parking on streets, and living in an RV is covered in the camping regulations;he noted it is difficult sometimes when it comes to towing vehicles as an attorney argued it was covered under the Homestead Act.Councilmember Haley asked how many people Mr.Koudelka has contacted and how many use the services. He stated that outreach interacted with about 20 camps, but we don't have specific numbers,but he estimates 20 to 30 people. He also stated that everyone they contacted refused the services, or said they don't want help; he said some make appointments but don't show up; he noted that people don't want to leave their belongings to go into Spokane for an appointment and they generally have too much to take on a bus; said he talks to them personally and again said some people really don't want any help and just want to be left alone; others tell him they had bad experiences in a shelter, or don't do well in confined spaces and that they feel safer in the Valley; he said outreach is trying to develop relationships and gain trust, but that takes time. He noted he plans to bring Council more detailed results after spending more time with everyone, and stated that doing nothing is obviously not an option. Concerning a new regional shelter, he said such shelter would be for people who want something different and not for those who don't want any help; that if no one in Spokane Valley will go to a shelter, then something else needs to be figured out. Mr. Koudelka spoke about the difficulties in taking personal property into possession, which includes determining what must be stored and what can be disposed of; said we might want to avoid taking their items and suggested getting them a storage unit at our expense for 60 days, and after that, it would be up to the individual on whether to keep their items in storage. He said if the person is at the scene, we get them to sign off on the form and go through it showing what we are throwing away and what we are not; and it shows them how they can contact us and how to retrieve their items; said we always run the risk there was something we didn't log but in any case, we get them to sign if they are available. He also spoke of a homeless management database.Deputy City Attorney Lamb said we try to outline a process and document everything in case we get challenged. Mr. Koudelka then went over the `steps taken' and the 'next steps' and he mentioned the need for new signage about no camping. Councilmember Thompson said she feels we need to educate the entire community about what we are doing as there is a sense that Spokane is the only one working on this, including the only one investing money. Special Council Meeting,Workshop:02-11-2020 Page 4 of 7 Approved by Council:03-10-2020 Mr. Koudelka agreed and said he is in steady contact with the City of Spokane and as they are working to move these issues forward,we are participating as well,for example, in the Continuum of Care;said he has personally talked to many citizens to explain our approach as well as our challenges and most people are very understanding and appreciate what we are doing,and he mentioned that some people thought we were, and are doing nothing. Mr. Calhoun noted that this is a large effort combining the talents of not only Mr. Koudelka, but also the City Attorney's office,code enforcement, our Building Official,Police Officers,the Crisis Co-Response Team, the Fire Department, our Street Superintendent, and members from Parks & Recreation; he said it is a phenomenal team effort and this will evolve as we learn more; said there has already been a great deal of staff time which we are absorbing in our existing budget,and that we will incur future expenses such as storage units, and are working to determine how this will impact us and the general fund budget. Mayor Wick mentioned the Continuum of Care's five-year plan on ending homelessness, and that copies of the plan will be placed on the counter for those interested. The meeting recessed for lunch at 11:28 a.m., and reconvened at 12:02 p.m. 7. Public Safety Contracts—Morgan Koudelka Prosecutor Services:Mr. Calhoun noted that public safety,one of the City's priorities,includes$26 million or about 62% of our budget; and today we will focus on the prosecutor and the law enforcement contracts. Mr. Koudelka explained that we have had an agreement with the County for prosecuting services, the entirety of our City's existence; said those services mostly include misdemeanors and infractions, including animal control infractions; and said the current agreement has an automatic annual renewal. He further explained about the services, including our challenges and cost control measures; that we try to manage cost and provide good value to our taxpayers, and said it might be a good idea to consider spending a little more money; said over the past few years the state guidelines regarding caseload management changed to limit the number of cases a public defender can handle; said we need adequate time and resources as public defender costs are about twice as much as prosecutor services; said we added two diversion attorneys, and we preferred to add on the prosecutor side; said that cases such as DWLS, driving while license suspended, consume a lot of resources but if the case meets certain criteria, it can be diverted, which process he explained, has been very effective. Mr. Koudelka also discussed the benefits to continue to contract versus hiring a prosecutor in-house; but he said that we are the only city our size without an in-house prosecutor; he said some cities like greater control when looking at the criminal justice system, and a lot of time it is the prosecutor who is the most vocal. Mr. Koudelka said he met with the Prosecutor's Office over the past year to talk about property crime cases, and homelessness, and said we have a good relationship with their office, and noted that we are only responsible for misdemeanor charges. He also noted that research continues as we work to determine what we need to have better outcomes and not a revolving door with some criminals;he said law enforcement found that there are a few criminals causing a large number of the property crimes and whey they are removed from the streets,the reduction in property crimes is noticeable, just as when those people are released, property crimes increase, and again he noted we have no control over felonies.Mr. Koudelka also noted that the Prosecutor's Office doesn't have the resources to pursue all of the property crime cases. Concerning the pros and cons of having this service in-house, Mr. Koudelka mentioned that we have not identified any issues with the current services; and he asked Council if they have any concerns or certain things they want from this contract, and that identifying goals gives staff an opportunity to pursue those goals so it helps staff know what Council is looking for. The subject of the jail was also discussed and whether we have the ability to direct those services and help reduce jail costs; and Mr.Koudelka mentioned there will be information forthcoming from the Law and Justice Council and that there are still some things we want to examine; he said the jail is often full and that causes issues so he suggested maybe we should be looking at different types of charges and moving some people out of jail and moving others in. City Attorney Driskell added that these are all very complex issues and said that Council will be hearing a discussion within the next few weeks from the Justice Task Force on many of these issues. Further discussion included concerns with pretrial; observations of the court process; following up on cases; Special Council Meeting,Workshop:02-11-2020 Page 5 of 7 Approved by Council:03-10-2020 treatment instead of incarceration;budget concerns;jail locations; levels of service,and mention that should we ever decide to hire in-house,there is room on the third floor of City Hall. Law Enforcement: Mr. Koudelka said that we have a five-year agreement effective January 1, 2018,which includes a twenty-four month termination notice after three years;which means,he explained, if we wanted to end this agreement, we would need to give notice by January 1, 2021, and Mr. Calhoun added that the 24-month termination would be required from either party, and said the idea was it would take a couple years to set up our own police department. Mr.Koudelka spoke about costs compared with other similarly sized cities, as shown on his law enforcement charts; he went over the history of the agreement; and also mentioned vehicles, vehicle replacement and vehicle color and that we are still in the process of changing that color as we replace vehicles; adding that it is nice to see the identity of our police department. Councilmember Woodard said he had heard that some deputies where not thrilled with our new vehicle color. Chief Werner said he had heard that a while back but nothing negative in a while, adding that the color is distinctive.Mr.Koudelka mentioned that it is fairly rare for a city our size to not have its own police force. He also discussed dedicated officers, cost methodology, and that we have formed our own drug and investigative unit; he said that the terms of this contract helped solidify supervision of that unit and how it works;he noted we have a good relationship with our command staff and the patrol units and the investigate units work cohesively as a single force; he also said he can't imagine handling the homelessness situation without the assistance of this model. Chief Werner added that having the chronic nuisance ordinance is a great tool. Mr. Koudelka spoke of the model and the number of dedicated officers, and mentioned the previous loss of 27 commissioned officers which happened due to County budget cuts, but said the number of our dedicated officers was not reduced and in fact, we even added officers; said we are known as being financially prudent and we didn't make any cuts to law enforcement even during the last economic recession. Sgt. Lyons went over the data on the spreadsheet,and mentioned the focus on retail theft or shoplifting and that it has become quite a problem; said he heard that Wal-Mart was losing$1 million a month in theft; he said that many retailers don't even bother to report it; said he realizes a lot of this is tied to drug addiction; he also mentioned that the officers try to focus on the chronic offender. Mr. Koudelka ended by explaining that the plan moving forward is to give Council information on all the units so Council knows exactly where we stand in staffing,what is authorized,how many positions we have filled,how many in training,and how many vacant, along with explanations; he also mentioned performance measures and percentages of calls responded to as well as response times;and said he hopes to provide updates to Council throughout the year so Council will have a better idea of how the contract is performing. A recess was called at 1:36 p.m. The meeting reconvened at 1:45 p.m. 8. Potential Resource and Conservation Office(RCO) Grant Applications—Mike Stone, Chaz Bates Parks and Recreation Director Stone explained that today we are looking at an opportunity to examine three different grants from the Recourse and Conservation Office (RCO): planning, park acquisition, and park development. Mr. Bates noted that although the RCO considers itself a small state agency, they have the fourth largest capital budget in the state and offer a variety of grant programs, and that between 1964 and 2015,they funded over 9,000 projects at a cost of about$2.2 billion;he mentioned we have a representative on the Washington Wildlife and Recreation Project(WWRP), but that won't start until later this year; said he is pleased to have been of assistance in the development of our City's Parks and Recreation Master Plan, and noted that these programs are within that plan. Mr. Stone went over the 2020 RCO grant information as shown on the green and white sheet, for the Mirabeau Point Park, Balfour Park, and new community park on the north bank of the Spokane River between Sullivan and Barker and said that the DNR(Department of Natural Resources) is very interested and think they might have some internal funding; said they have in-house expertise and they are optimistic we might be able to do this project without a grant; he noted the NOVA-Trails grant is very competitive, and said that grant application isn't due until November so we have time to work with the DNR. There was Special Council Meeting,Workshop:02-11-2020 Page 6 of 7 Approved by Council:03-10-2020 also discussion about Balfour Park and that the community wants to see something happen there and that a grant application could be the beginning of moving that park forward. Mr. Calhoun said that$1.985 million has been set aside toward Balfour Park development, with another $461,000 earmarked for frontage improvements; said that every year we want to do those frontage improvements and every year those costs increase; and some suggested if we want to encourage the Library to move forward, that maybe the first project would be this piece closet to the library site. In looking at the multi-colored map/plan, Mr. Stone said that we don't know what the footprint of the library would be yet as it could change but we don't want to have to retrofit something in the future. There was discussion about property acquisition and having a park on the north bank of the River, at an estimated cost of$2.2 million; and that there is a possibility of a $1 million grant with a 50% match; and Mr. Stone noted that the acquisition grant includes that the property must be developed within five years, but if we were to have a large, multifaceted project, said we could ask for an extension; that if we were granted and owned the property, we would have to provide public access from the first day, and he added that the public is already getting in that area now; said we may be eligible to apply for a waiver of retroactivity,which means you can apply for the grant and if successful,they will reimburse up to$1 million for the purchase of the property. Discussion continued about pursuing a retroactive application; mention that WSDOT has now surplused this property and notified us if we want to acquire the property,we need to let them know. Mr. Driskell said we tentatively let them know we are interested in having that discussion with Council; he said we are not asking for that decision today, and that staff will bring this forward in a subsequent Council meeting for a motion consideration to determine whether we want to acquire the land; he noted there are others interested including someone who wants to turn it into apartments,and someone else who wants to turn it into a gravel pit. Mr. Stone explained that this site has it all with access to the river, and it is a natural area; he said this is also likely a once in a lifetime purchase opportunity for a City of our size; and said he thinks we would score very highly on the grant application. Mr. Calhoun said this will be brought formally before Council, and if WSDOT knows we are moving forward, they won't sell it out from under us, which prompted Mr. Driskell to explain that after today, he would contact WSDOT to let them know of our interest, and said this issue will be cued up in very short order for Council's consideration. Mr. Calhoun noted that we will need a fairly modest plan this 45 acres; and there was discussion about what to include in such a plan, such as parking and picnic shelters. 9. Advance Agenda Mayor Wick mentioned Liberty Lake's Harvard/Henry Road project and asked if Council would like to endorse lifting that project off the State's pause list in order to get the project re-activated. After discussion about the project, mention of Liberty Lake's use of our City logo without our permission; including SRTC on their flyer also without permission; and the idea of coordinating the project with the Department of Transportation, Mr. Calhoun stated that the session goes for another three and a half weeks, and said we would be interested in our Barker Interchange project being removed from the pause list, and if Liberty Lake is advocating theirs, perhaps they can include ours as well. Mr. Calhoun said he will contact Liberty Lake and ask them to add our Barker Interchange project, and if there is a problem, he will let Council know at the next Council meeting. It was moved by Councilmember Thompson, seconded and unanimously agreed to adjourn. The meeting adjourned at 2:28 p.m. 4e, (IP ATTE Ty Ben Wick, Mayor ) Christine Bainbridge, City Clerk Special Council Meeting, Workshop:02-11-2020 Page 7 of 7 Approved by Council:03-10-2020 CONSULTANT SELECTION ON FEDERAL AID PROJECT 'bl�alle �� (TABLE A) .000.*Valley• - Determine Type of Agreement w v A E Professional Services (Qunlificntions Only) (Fees limy be Considered; V Submit drain!scope& cost estimate to local programs for DUE enalmllion(follow LAG Manual CII,31) Consultant NO Consultant No Consultant No Cmcsultmn work is less ► work is S10.000 ► work is 520.001 work is over than 510,000 to 520,000 to 509,909 5100,000 Yes Ycs Yes Select I Consutlnnt from Develop droll scope of work, Consulmnt Agreements over Rostert''t Select J(min)Consultants Including cost cstintnte b from Rosrer'- S 100.000 must be selected 1 using an Request ror 'f Qualification(RFQjt Statement Negotiate scope of Qualification(SOQI process and reel Develop selection criteria per City Policy Document discussions with 3 (thin;Consultants' WSDOT or City font can be Issue Request For Additional Follow LAG Manual,Chapter used Ncgotinte scope Inlormntion(RFAI)via email 31.1 and]l.2 for project and fee' to S0%of qualified 4. Consultants on Roster oral)if specific adveniscrncul and less than 6 Consultants ore on Consultant selection for Consultant.Agreements City Managers roster((include Title VI estimated over 5100,000 executes Agreement WSDOT Agreement form 1 lauguagei.t'' required 1 • City ManagersReview and Score Consultant executes Agreement Responses Select highest ranked Consultant''' I) Verify Consultanl(s1 have not already been selected offer Rosier and currently. Negotiate scope under another federal•aid contract. and fees 2) Verify Consuilnnt status with System for Award Management(SAM) 3) If Highest.ranked Comultantisnot selected,document reasons why. 4' 4) Document selection process. 5) Document Consultant negotiations of scope and fee(LAG Appendix 31.95) WSDOT Agtccmcnl fort required City Managers executes Agreement �i- 4761 2020-2023 Trans s ortation Im•rovement Pro+ram TIP Amendment Schedule Janus Amendment Jul ,Amendment Amendment Request Due Date December 6 Amendment Request Due Date June 5 SRTC Staff Review&Air Quality December 9—13 SRTC Staff Review&Air Quality June 8—12 Public Comment Period(10 day)_ December 18—27 Public Comment Period(10 day) June 17-26 TTC Recommendation December 18 TIC Recommendation June 24 SRTC Board Approval January 9 SRTC Board Approval July 9 WSDOT STIP Amendment Due Date January 17 WSDOT STIP Amendment Due Date July 17 FHWAIFTA STIP Approval —February 14 FHWAIFTA STIP Approval -August 14 Pi-Obruary Amendment August;Amendment Tentative (Board may not meet1 _ , In,August) -� Amendment Re'uest Due Date EMMEIM Amendment Re+uest Due Date IMEI SRTC Staff Review&Air Quali Janua 6—10 SRTC Staff Review&Air Quail Jul 6—10 Public Comment Period 10 da Janua 15-24 Public Comment Period 10 da Jul 15-24 TIC Recommendation IMEME TTC Recommendation SRTC Board A,"royal Februa 13 SRTC Board A++royal Au+ust 13 WSDOT STIP Amendment Due Date Februa 21 WSDOT STIP Amendment Due Date Au+ust 21 FHWAIFTA STIP A''royal —March 20 FHWAIFTA STIP A.'royal -Se+tember 18 March Amendment _ --_ September Amendment __. Amendment Re I uest Due Date Februa 7 Amendment Re'uest Due Date Au.ust 7 SRTC Staff Review&Air Quail Februa 10—14 SRTC Staff Review&Air Quali Au.ust 10—14 Public Comment Period 10 da Feb 19—Mar 28 Public Comment Period 10 da Au"ust 19—28 TTC Recommendation Februa 26 TTC Recommendation Au+ust 26 SRTC Board A++royal March 12 SRTC Board Al"royal Se"tenter 10 WSDOT STIP Amendment Due Date March 20 WSDOT STIP Amendment Due Date Se+tember 18 FHWAIFTA STIP Al',oval —Ali-1117 FHWA/FTA STIP Al+royal --October 16 'October Amendment. __. Apr�l Amendment. _ --_ _ �_.j I Amendment Re+nest Due Date March 6 Amendment Re+uest Due Date Se+tenter 4 SRTC Staff Review&Air Quali March 9—13 SRTC Staff Review&Air Quail Se+tember 7—11 Public Comment Period 10 da March 18--27 Public Comment Period 10 da Se+tember 16—25 TTC Recommendation March 25 TIC Recommendation Se+tember23 SRTC Board A.'royal A'.ril 9 SRTC Board A+eroval* October 8 WSDOT STIP Amendment Due Date A+ril 17 WSDOT STIP Amendment Due Date October 16 FHWAIFTA STIP A''royal MEM= FHWAIFTA STIP Al'royal November 13 May Amendment __ _ wj *The SRTC Board will also be approving 2020-2023 TIP at this Amendment Re'uest Due Date Aril 3 meeting. SRTC Staff Review&Air Quali A I dI 6—10 Public Comment Period 10 da AIM 15—24 TTC Recommendation Aril 22 No amendments will be processed by WSDOT in November SRTC Board A,'royal Ma 14 or December; the amendment process for the 2020 TIP is WSDOT STIP Amendment Due Date ITZEMIll closed after the October cycle. FHWA/FTA STIP Al'royal -June 12 June Amendment ' Amendment Re+nest Due Date IMM SRTC Staff Review&Air Quail Ma 4—8 Public Comment Period 10 da IIMEIMEM TTC Recommendation IFEMI SRTC Board .qo ja[ WSDOT STIP Amendment Due Date June 19 FHWAIFTA STIP Al"royal EMEIMMI 13 ; DRAFT 2020 TIP Policies and Procedures Guidebook I Spokane Regional Transportation Council Page 19 2020-2023 Trans.ortation Im•rovement Pro(ram TIP Administrative Modifications Schedule Janna AdministrativeiModificationS L July Administrative Modifications'. Admin Mod Request Due Date January 10 Admin Mod Re.uest Due Date Jul 10 SRTC Staff Review January 13-16 SRTC Staff Review Jul 13-16 WSDOT STIP Amendment Due Date January 17 WSDOT STIP Amendment Due Date FHWAIFTA STIP Approval —February 14 FHWAIFTA STIP A..royal —Au•ust 14 February Admir istrative Modifications. 1 !August AdministrativeiModiffcations __ I Admin Mod Re•uest Due Date Februa 14 Admin Mod Re.uest Due Date Au•ust 14 SRTC Staff Review Februa 17-20 SRTC Staff Review Au•ust 17-20 WSDOT STIP Amendment Due Date Februa 21 WSDOT STIP Amendment Due Date Auoust 21 FHWAIFTA STIP Al'royal —March 20 FHWAIFTA STIP A."royal -Se•tember 18 I;MarchrAdministraf ielModifications `.'- :,September,AdministrativeiModifiCations Admin Mod Re.uest Due Date March 13 Admin Mod Re.uest Due Date Se.tember 11 SRTC Staff Review March 16-19 SRTC Staff Review Se.tember 14-17 WSDOT STIP Amendment Due Date March 20 WSDOT STIP Amendment Due Date Seitember 18 FHWAIFTA STIP A.'royal —A.ril 17 FHWAIFTA STIP A."royal —October 16 WriUit ii inistrative Modifications . I ; O.ctoberAdministrative!Modifications Admin Mod Re.nest Due Date A.ril 10 Admin Mod Re.uest Due Date October 9 SRTC Staff Review Aril 13-16 SRTC Staff Review October 12-15 WSDOT STIP Amendment Due Date A.ril 17 WSDOT STIP Amendment Due Date October 16 FHWAIFTA STIP A.'royal FHWA/FTA STIP Al•royal —November 13 May.Administrative+MOditicatior s ] No administrative modifications will be processed by WSDOT In Admin Mod Re.uest Due Date Ma 8 November or December; the amendment and administrative SRTC Staff Review Ma 11-14 modifications process for the 2020 STIP Is closed after the October WSDOT STIP Amendment Due Date EMMEN cycle. FHWA/FTA STIP A•.roval —June 12 June AdministrativeiModifications Admin Mod Re•uest Due Date June 12 -SRTC Staff Review ----—June-15-18WSDOT STIP Amendment Due Date June 19 FHWA/FTA STIP A.'royal 14- DRAFT 2020 TIP Policies and Procedures Guidebook l Spokane Regional Transportation Council Page 20 STIP Administration Appendix C Amendment' Administrative Modifications Updates Not Requiring STIP Change See Section VII STIP Management-STIP Amendments& See Section VII STIP Management-STIP Amendments& The following do not require the STIP to be changed,as they Administrative Modifications of the STIP document for Administrative Modifications of the STIP document for will be reflected in the annual obligation report or definition. definition. The following do not require the STIP to be subsequent STIP as applicable. modified prior to federal authorization of the project. However,the STIP must be updated to align with MPO requirements and reflect the changes as soon as possible. Adding a New Project Revisions to lead agency Moving a project within the four years of the TIP or STIP. Deleting a Project Adding a prior phase of a project not previously authorized Changes in a projects federal fund source(s)(any change from IM to NHS or STP etc.,is an update only as this is a funds management action) Changes to a project's total programmed amount*greater Changes to a project's total programmed amount'less than Any and/or all federal funds currently programmed in the than 30%(or any amount greater than$3 million). This 30%(or any amount less than$3 million).This includes STIP for a particular project without consideration of the includes adding or subtracting funds from currently adding or subtracting funds from currently programmed phase split. programmed phases. phases. For example: Programmed amounts are: *Total programmed amount=A project's current 4-year Note: In order to reprogram funds decreased from a PE—1,000,000 STIP total of programmed funds project or phase(i.e.adjust to award),the STIP will need to CN—4,000,000 Major Scope Changes be updated prior to or at the same time funds are being Authorization for PE of 1,750,000 is allowed without a reprogrammed. change to the STIP since the funds are programmed.OR *Total programmed amount=A project's current 4-year Authorization for CN of 5,000,000 if the funds were not STIP total of programmed funds utilized for PE. Changes to a project that affects Alr Quality Conformity Minor changes or errorsin project information such as: All adjustments in a project's funding authorization for environmental type,right of way required,improvement award of a contract. type,project limits,functional classification,typographical Adding a future phase of a project errors,transposed numbers,etc. Adding Federal dollars to a project currently In the TIP/STIP that does not have federal funds(federalizing a project). Amendments will continue monthly January through 'Administrative modifications will be updated monthly and available via the on-line STIP. FHWA/FTA will be provided October listing twice a year with the January and October amendment submittals.Additionally,financial feasibility will be shown in the original STIP and updated twice a year in the January and October amendment submittals to FHWA/FTA, Federal Project Timeline Ongoing Payroll CN Tasks Documentation & Environmental Material NEPA Acceptance i. Review material cit submittals ai V +., Maintain Record of ci Select material Materials ".1 .4-) testing consultant ZI p : G r & Inspections •el E execute contract A v .p 0 Po = as f �,, = v Maintain payroll a y c z o C V documentation Q+ uu� • Project FundingAppraisals, , ,� ,1 5 0 Verify prompt pay �--� r 7 w J Reviews `" a.) a) -115 r/) Estimate & Q Appraisalb y •E Q tgcl C gW `ri 5 a Relocation Plan g Negotiations & t v 0 .v Compliance with Buy yr• Relocations - ) C America Cil ima CII GI V 0 4 to M--i 4 ,0 ,a? C Q Process pay applications .s CA '� CO) Q g a o p4 - a Pk w a Internal Mid Season Audit ( R0WPhaseJ 1..— ..._1------ ...... PE PhaseCN Phase City Funded Project Timeline Ongoing CN Tasks I 151 otu 1.0 i" a 0 cD 15 Inspections C co et c Q 1=1 13 cit cu Review material 0.1 c4 y submittals ae a) tu Environmental 141.1 O Maintain Record of '15 ut � Payroll cfl et Appraisals, }"' SEPA pp ' ♦, Materials Documentation & a� Appraisal Reviews a� El g � � � � � .,,� � Material Acceptance � E a Negotiations & a Relocations '� +� U = � 0 oil OP cii) Maintain payroll U 5 P tzi ` v documentation ,I . a M--I vi did Cle u © l4 W Process pay applications Pm IECI CD g pii 12.4 N ( 'ROW Phase 1 •_ L PE PhaseIICIS Phase1