2021, 06-29 Study Session MINUTES
City of Spokane Valley
City Council Study Session Meeting
Tuesday, June 29, 2021
Mayor Wick called the meeting to order at 6:00 p.m. The meeting was held remotely via Zoom meeting.
Attendance:
Councilmembers Staff
Ben Wick, Mayor Mark Calhoun, City Manager
Brandi Peetz,Deputy Mayor John Hohman,Deputy City Manager
Pam Haley, Councilmember Cary Driskell, City Attorney
Tim Hattenburg Councilmember Bill Helbig, City Engineer
Rod Higgins, Councilmember Chelsie Taylor,Finance Director
Linda Thompson, Councilmember Gloria Mantz, Engineering Manager
Arne Woodard, Councilmember Erik Lamb,Deputy City Attorney
John BottelIi,Parks, Rec&Facilities Director
Jerremy Clark, Sr. Traffic Engineer
Dave Ellis, Police Chief
Jenny Nickerson, Building Official
Christine Bainbridge, City Clerk
ROLL CALL: City Clerk Bainbridge called the roll; all Councilmembers were present.
APPROVAL OF AGENDA: It was moved by Deputy Mayor Peetz, seconded and unanimously agreed to
approve the agenda.
ACTION ITEM:
1. Motion Consideration: Bid Award Local Access Streets Project--Bill Helbig
It was moved by Deputy Mayor Peetz and seconded to award the 2021 Local Access Streets Project CIF
#0325 to Inland Asphalt Paving in the amount of$1,545,545 and authorize the City Manager to finalize
and execute the construction contract. City Engineer Helbig explained the project and the bid outcome;
said he worked with finance and there are sufficient funds to cover the cost for this project in the Solid
Waste Fund 106, and the Stormwater Management Fund 402; said the substantial price increase over the
Engineer's Estimate is due as a result of a substantial price increase for concrete, materials, and labor.
There were no public comments. Vote by acclamation: in favor: unanimous. Opposed: none. Motion
carried.
NON-ACTION ITEMS:
2. Traffic Impact Fee Studies,Mirabeau and N. Pines Subareas—Bill Helbig, Jerremy Clark
After City Engineer Helbig introduced Senior Traffic Engineer Clark, and Deputy City Attorney Lamb, he
started through the PowerPoint presentation explaining that tonight's topics include discussion on the
transportation impact fee, and references to the 2016 Mirabeau Subarea Study and the 2019 update, along
with the Mirabeau and North Pines Road Subarea Transportation Impact Fee Rate Study and proposed
rates; he defined transportation impact fees and gave a brief history of those fees. Mr. Clark then continued
through the PowerPoint showing a map of the areas of the existing and future levels of services, discussed
the purpose of the Mirabeau Subarea Studies including mention of the study intersections and the Ievel of
service results during evening peak hour; he noted recommended improvements as shown on slides 8 and
9; and discussed the fee rate study and fair share cost analysis shown on slide 10, with proposed rates on
the different intersections. There was some discussion about fees and fairness, and it was noted these fees.
are more commercial as opposed to single family residential;mention that as development occurs and more
projects are funded by nondevelopment activities then we (the City) would be responsible to go back and
update that trip rate. There was Council consensus to move this item forward. Mr. Heibig mentioned that
Council Meeting Minutes, Study Session: 06-29-2021 Page 1 of 4
Approved by Council:07-13-2021
the upcoming public hearing July 13 would be followed by an ordinance first reading, and later in July, a
resolution to amend the master fee schedule.
3. Capital Improvement Program—Gloria Mantz
Through her PowerPoint, Ms. Mantz discussed the required steps to deliver the different phases of capital
projects, and mentioned the Transportation Improvement Program (TIP), consultant selection for city or
state funded projects, preliminary engineer phase, right-of-way phase, and construction phase; she briefly
explained the Buy American Act; and the required training in order to keep up with the multiple changes
to guidelines and implementation.
4. Code Enforcement—John Hohman, Cary Driskell,Erik Lamb
Deputy City Manager Hohman explained that tonight is in follow-up from several weeks ago, to give
Council an opportunity to discuss different topics Council might want to further explore; said as we go
through the list of items shown on the Request for Council Action, he asked Council to let staff know if
they want more research and to bring back options later, and also if Council has further topics they would
like explored.
Council indicated they support further discussion and/or research on the following topics:
1. Modifications to the current policy of voluntary compliance.
Council indicated their support of this but would like the current language tightened up, and per Mr.
Hohman's suggestion, to have the written policy include what timelines might be appropriate for typical
problems as well for the atypical and/or difficult circumstances.
2. Camping on private property not in an approved structure, i.e. in a tent for more than a couple days.
Council agreed to explore this issue as well,and to include something about long-term living in tents versus
kids just staying in a tent for a few nights.
3. Living in an RV/camper on private property. Current limit is 30 days, difficult to enforce because of how
hard it is to document, and to prove someone is residing in the RV and not just using it periodically during
the day for extra living space like an office or for playing games.
Council indicated their support of exploring this and liked the suggestion of rather than the thirty days, to
have a limit on the number of RVs and where they can be stored, or to require a permit in order to live in
an RV; and to make sure whatever is included in this and other issues,that the rules and provisions will be
enforceable.
4. Discuss the state definition of a junk vehicle and discuss the number of junk vehicles allowed on
residential property (two sight-screened in rear or side yard); duration of exception for working on a car
in the front yard(up to 120 days).
Noted there needs to be a separate discussion on just this, including a review of the state law definition, as
there is difficulty in determining whether the vehicle has value,such as a hulk, and to include whether such
vehicle is in the right-of-way or on someone's property.
5. Number ofRV/campers on a residential lot. Currently no limit, which leads to commercial storage issues,
as well as illegal mini-RV parks where a handful of campers set up on residential property long-term,
usually adjacent to an existing residential structure.
Council agreed to support this, as noted in number 3 above.
6. Number of non junk vehicles on a residential property; there currently is no limit. Further, there are no
restrictions about where vehicles may park on a residential property(e.g.,paved/gravel driveway vs. grass
or dirt yard, or front, side or rear yard).
Mr. Lamb noted we have no regulations limiting the number of licensed vehicles on someone's property,
including parking on the front lawn; staff will also research how other cities have handled this issue; and
include options for enforcement. Although the majority of Council indicated their support of further
Council Meeting Minutes, Study Session: 06-29-2021 Page 2 of 4
Approved by Council: 07-13-2021
researching this issue,Mayor Wick said he is not sure he wants to pursue this as he could envision where a
large family could easily have six vehicles parked near their home; and Councilmember Thompson
mentioned with the pandemic, there are people living with others to try to get by, and for her, suggested
this issue go to the bottom of the list.
7. Consequences of towing/removal of RV or other vehicle claimed to be the owner's residence due to
Homestead Act(the Long v. Seattle case currently pending at the state Supreme Court).
Council agreed to support this, as noted in number 5 above.
8. Weeds or grass exceeding "X" inches in height for aesthetic and fire danger purposes.
Also mentioned was the problem with noxious weeds;and that all could pose a fire hazard and/or significant
visual blight. Council indicated they are looking forward to hearing what is proposed, adding that maybe
not everything works for every neighborhood.
10. Potential adoption of the entire International Property Maintenance Code provisions, including
requirements relating to requirements for upkeep of structure's paint, roofing, cracked window, etc. to
avoid properties looking rundown.
Deputy City Attorney Lamb mentioned that some provisions include safety issues like a cracked window;
some of these provisions are already adopted but not those related to aesthesis, like chipped paint; and said
we can adopt a portion of the code and that it is not necessary to adopt the whole thing.
11. Potential adoption of approach to put severely distressed, chronic nuisance, or abandoned properties
into receivership, which would require new SVMC provisions similar to City of Spokane's, which would
apparently be work intensive for staff according to Spokane staff.
City Attorney Driskell mentioned City of Spokane has a program for dealing with the very worst of the
worst; said staff could do more research, but this issue would be fairly work intensive. Council agreed that
staff get more information.
In response to Deputy City Manager Hohman's question if there are other issues Council would like
researched, it was agreed to include something in the noise ordinance addressing loud parties, loud music,
loud trail bikes especially in the early morning hours, and cars with loud mufflers. It was noted that
fireworks is already prohibited, and dog barking is a SCRAPS issue, although it was noted that the dog
barking issue is not being enforced. Council agreed the SCRAPS issue is a separate issue.
9. Whether to require mandatory trash pickup for all residential and commercial properties since trash
continues to be the most pervasive nuisance issue the City deals with.
Deputy City Attorney Lamb said they saved this one for last since it was likely to generate more discussion;
said when we opted into our own program we decided not to have mandatory trash pickup, although most
cities do have that provision; said trash is or can be associated with nuisance properties, and said we will
be talking about this with next year's solid waste management plan update, but it is something to consider
in the context of nuisance; said if Council is interested, it would require an amendment to the contract and
if amended, said he believes it should result in a reduction of rates. Discussion included mention that even
if it were mandated,some people wouldn't use it, and it was suggested staff look at doing some things that
some of the larger cities do automatically; and to consider the idea of community garbage pickup. Council
agreed to examine various options.
5. Orchard Avenue Park-John Bottelli
Prior to Mr. Bottelli's presentation, Mr. Calhoun asked City Attorney Driskell to give an update of his
conversation with the Attorney for the Airport Board. Mr. Driskell said that in his conversation with the
attorney for the Airport Board, that the FAA won't lease property for a playground or recreational area as
they (FAA) see it as a public safety issue, and they feel the energy could be better spent looking for other
property; and that after the County's lease expires,they will not allow the use as a park.
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Approved by Council: 07-13-2021
6. Advance Agenda-Mayor Wick
It was agreed to add the neighborhoods restoration program, and emergency communications taking crime
check reports on line, and as agreed to earlier in the meeting, to add a SCRAPS update.
7. Information Only
The (a)Police Department Monthly Report, and the (b)Finance Monthly Report were for information only
and were not reported or discussed.
8. Council Comments-Mayor Wick
Deputy Mayor Peetz extended thanks to those in the community who have opened cooling centers and/or
are distributing water. Councilmember Haley mentioned that Avista and STA have partnered to give free
rides to and from cooling centers to those without air conditioning, and if needed, to please call 328-1552
two hours in advance; and said there is lots of room in the cooling shelters. Councilmember Thompson
mentioned it appears our meeting's closed captioning isn't very accurate and to perhaps look at improving
that. IT Specialist Kole mentioned that they are guaranteed only to be 80%accurate, Mr. Calhoun said that
perhaps we could look for another product.
9. City Manager Comments-Mark Calhoun
City Manager Calhoun said that assuming Governor Inslee lifts the Covid-19 restrictions around the open
public meetings, are Councilmembers agreeable to meeting in chambers next week with no shields and to
have the public be able to attend in-person meetings. Councilmembers indicated they are agreeable.
It was moved by Councilmember Thompson, seconded and unanimously agreed to adjourn. The meeting
adjourned at 8:21 p.m.
ul
A Ben Wick, Mayor
)\--12
hristine Bainbridge, City Cler
Council Meeting Minutes,Study Session: 06-29-2021 Page 4 of 4
Approved by Council: 07-13-2021
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: June 29, 2021 Department Director Approval: ❑
Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing
❑ information ❑ admin. report ❑ pending legislation ❑ executive session
AGENDA ITEM TITLE: Motion Consideration: Bid Award — 2021 Local Access Streets: South
Park Road
GOVERNING LEGISLATION: SVMC 3.35.10— Contract Authority
PREVIOUS COUNCIL ACTION TAKEN:
• May 21, 2019: Administrative Report on the 2020-2021 Six Year Transportation
Improvement Plan, which included this project.
• June 4, 2019: Council passed Resolution 19-008, adopting the 2020-2021 Six Year
Transportation Improvement Plan, which included this project.
• May 5, 2020: Administrative Report on the 2021-2026 Six Year Transportation
Improvement Plan, which included this project.
• May 26, 2020: Council passed Resolution 20-009, adopting the 2021-2026 Six Year
Transportation Improvement Plan, which included this project.
• March 16, 2021: Administrative Report providing an update on 2021 construction projects,
which included this project.
BACKGROUND:
The road preservation project provides street repairs and preservation efforts to local access
streets west of South Park Road between Appleway Avenue and 6th Avenue. The project includes
installation of ADA curb ramps, pavement repairs, and storm water improvements to reduce
puddling in the area.
The funds for this project originated in Fund 106, the Solid Waste Fund, as the"Solid Waste Road
Wear Fee," and was subsequently transferred as part of the 2021 Budget to Fund 311, the
Pavement Preservation Fund. The current estimated project budget and cost are shown below:
Project Costs Project Budget
Preliminary Engineering $ 49,600 City Fund 106 $ 1,502,989
Construction $ 1,672,435 City Fund 402 $ 219,046
Total Estimated Costs $ 1,722,035 Total Budget $ 1,722,035
The project was designed in house and advertised on June 11, 2021. The City received and
opened two bids on June 25, 2021. The engineer's estimate was $1,293,645. The lowest,
responsive bidder was Inland Asphalt Paving with a bid of$1,545,545, 12.6% over the engineer's
estimate.
Staff has conducted a thorough review of the bids to determine their validity, and the ability of the
City to award the contract. During this construction season, the City has noticed substantial price
increases for those items that deal in commodities, especially plastic, lumber, concrete, and
asphalt. For this project, bid prices were higher than the Engineer's Estimate for concrete
materials and labor. The Engineer's Estimate had already anticipated higher asphalt prices.
Contractors have expressed concerns about additional inflation and shortage of labor. Labor
shortage may be the reason for higher bid prices for public liaison representative, excavation,
traffic control, utility adjustments and excavation in this bid. Financially, there are sufficient funds
within the City's Funds 402 and Fund 106 to cover the additional costs.
OPTIONS: Move to award the contract to the lowest responsive and responsible bidder, or take other
appropriate action
RECOMMENDED ACTION OR MOTION: Move to award the 2021 Local Access Streets Project
CIP #0325 to Inland Asphalt Paving in the amount of$1,545,545 and authorize the City Manager to
finalize and execute the construction contract.
BUDGET/FINANCIAL IMPACTS: There are sufficient funds to cover the cost for this project in
two separate City funds; the Solid Waste (Fund 106), the Stormwater Management Fund (Fund
402).
STAFF CONTACT: William Helbig, PE, City Engineer
ATTACHMENTS: Project Bid Tabulation
BID TABULATION 1,
2021 Local Access Streets:South Park Road Spokane
Project CIP No.0325 Val ley
Engineers Estimate Inland Asphalt Co. Shamrock Paving,Inc.
Item It Units Quantity Unit Price I Total Cost i Unit Price I Total Cost Unit Price I Total Cost
Schedule A
100 MINOR CHANGE CALC 1 520,000.00 $20,000.00 $20,000.00 $20,000.00 $20,000.00 $20,000.00
101 CONSTRUCTION SURVEYING LS or $20,000.00 $20,000.00 S10,000.00 $10,000.00 $24,000,00 $24,000.00
102 SPEC PLAN 1.5 1, $1,000.00 31,000.00 01,100,00 $1,100.00 $1,000.00 $1,000.00
103 PUBLIC LIAISON REPRESENTATIVE LS 1 $15,000.00 $15,000.00 $40,100.00 $40,100.00 $27,000.00 $27,000.00
104 MOBILIZATION LS 1, $110,000.00 $110,000.00 $117,000.00 - $117,000.00 $150,000.00 $150,000.00
105 PROJECT TEMPORARY TRAFFIC CONTROL LS 1 $70,000.00 $70,000.00 $146,625.00 5146,625.00 $109,980.00 $109,980.00
106 DOCUMENTATION COMPLIANCE LS 1 $5,000.00 $5,000.00 $5,000.00 _ $5,000.00 $5,000.00 $5,000.00
107 REMOVE CEMENT CONC.CURB LF 200 $15.00 $3,000.00 $13.00 $2,600.00 $45.00 $9,000.00
108 REMOVE CEMENT CONC.SIDEWALK/DRIVEWAY APPROACH SY 310 $25.00 $7,750.00 $24.00 $7,440.00 $43,00 $13,330.00
109 LIMA PATCH REMOVAL SY 3000 $12,00 536,000.00 $18.00 $54,000.00 $24.00 $72,000.1/0
110 PAVEMENT REPAIR EXCAVATION INCL.HAUL SY 13600 $10.00 $136,000.00 $10.25 S139,400,00 $13.00 3176,800.00
111 REMOVAL AND REPLACEMENT OF UNSUITABLE MATERIAL CY 20 $200.00 $4,000.00 $240.00 $4,800.00 $85.00 $1,700.00
112 ROADWAY EXCAVATION INCL,HAUL CY 250 $40.00 $10,000.00 $118.00 $29,500.00 $46.00 $11,500.00
113 CRUSHED SURFACING TOP COURSE,0 IN.DEPTH SY 40 $30.00 $1,200.00 $122.00 $4,880.00 $46.00 $1,840.00
114 CRACK SEALING-LF LF 4000 $3.00 $12,000.00 $2.1S 58,600.00 52.75 511,000.00
115 i PLANING BITUMINOUS PAVEMENT SY 1300 $5.00 $6,500.00 $19.00 $24,700.00 $14.00 $18,200.00
116 HMA CL 3/8 IN.PG64H-28 TON 4900 $100.00 $490,000.00 $100.00 $490,000.00 $104.00 $509,600.00
117 HMA CL 3/8 IN.PG64H-28 PATCH TON 280 $150.00 $42,000.00 $1$2,00 $42,560.00 $207.00 $57,960.00
118 UTILITY CASTING DEPTH COMPLIANCE CALC 1 $1.00 $1.00 51.00 $1.00 S1.00 $1.00
119 JOB MIX COMPUANCE PRICE ADJUSTMENT CALC 1 $1.00 $1.00 $1.00 $1.00 $1.00 $1.00
120 COMPACTION PRICE ADJUSTMENT CALC 1 $1.00 $1.00 $1.00 $1.00 $1.00 $1.00
121 HMA SURFACE SMOOTHNESS COMPLIANCE CALC 1 $1.00 $1.00 $1.00 $1.00 $1.00 $1.00
122 ADJUST EXISTING CATCH BASIN OR DRYWELL EACH 11 $800.00 $8,800.00 $1,525.00 $16,775.00 $900.00 59,900.00
123 ADJUST EXISTING MANHOLE EACH 26 $800.00 $20,800.00 $1,525.00 $39,650.00 $900.00 $23,400.00
124 ADJUST EXISTING GAS VALVE EACH 8 $800.00 $6,400.00 $1,40000 $11,200.00 $700.00 $5,600.00
12s ADJUST EXISTING WATER VALVE EACH 10 $800.00 $8,000.00 $1,525.00 $15,250.00 $700.00 $7,000.00
126 EROSION CONTROL AND WATER POLLUTION PREVENTION LS 1 510,000.00 $10,000.00 $16,64100 $16,640.00 $12,000.00 $12,000.00
127 CEMENT CONC.TRAFFIC CURB AND GUTTER LF 200 $55.00 $11,000.00 $76.50 $15,300.00 $49.00 $9,800.00
128 CEMENT CONC.PEDESTRIAN CURB LF 95 $40.00 $3,800.00 $22,00 $2,090.00 $29,00 $2,755.00
129 CEMENT CONC.DRIVEWAY APPROACH 5Y 260 $100.00 $26,000.00 $114.00 $29,640.00 $81.00 $21,060.00
130 CEMENT CONC.SIDEWALK SY 30 3100.00 $3,000.00 3162.00 $4,860.00 005.00 $2,550.00
131 CEMENT CONC.CURB RAMP TYPE SINGLE DIRECTION EACH 2 $2,500.00 $5,000.00 $5,800.00 $11,600.00 $4,S00.00 $9,000.00
132 CEMENT CONC.CURB RAMP TYPE PARALLELA EACH 2 $3,000.00 $6,000.00 $5,900.00 $11,800.00 $4,500.00 $9,000.00
133 CEMENT CONC.CURB RAMP TYPE CUSTOM EACH 1 $4,500.00 $4,500.00 $5,900.00 $5,900.00 $4,500.00 $4,500.00
134 PERMANENT SIGNING LS 1 $4,000.00 $4,000.00 53,000.00 $3,000.00 $3,500.00 $3,500.00
135 PLASTIC STOP LINE LF 95 $12.00 $1,140.00 $13.00 $1,235.00 $6.00 $570.00
136 PLASTIC CROSSWALK LINE SF 750 $9.00 $6,750.00 $9.00 $5,750.00 $7.00 $5,250.00
Schedule A Total $1,114,644.00 $1,339,999.00 $1,345,799.00
Schedule 9
200 MOBILIZATION LS 1 $20,000.00 $20,000.00 $7,225.00 57,225.00 06,500.00 56,50000
201 SHOULDER GRADING LF i 17900 $3.00 553,700.00 $2.80 $50,120.00 $3.00 $53,700.00
202 POROUS GRAVEL SHOULDER LF 3900 $27.00 $105,300.00 $38.00 $148,200.00 $60.00 $234,000.00
203 TRENCH FENCE SAFETY COMPLIANCE' CALC 1 $1.00 $1.00 $1.00 $1.00 $1.00 $1.00
Schedule a Total - $179,001.00 $205,546.00 $294,201.00
Project Totals I $1,293,645.001 $1,545,545.001 $1,640,000.O0I
Competitive bids were opened on June 25,2021.I hereby CHECKLIST
certify to the best of my ability that this is a true and correct Bid Proposal Checklist x x
bid tabulation for the 2021 Local Access Streets:South Park Bid Proposal Farm x x
Rd CIP#0325 Addendas Acknowledged x x
Cert.-Wage Pymt.Compliance x x
Local Agency Subcontractor List x x
Contractor Adminstrative Info x x
Bidder Qualifications x X
Kelly Lynch,PE Bid Deposit/Surety Bond x x
Engineer/Project Manager Reps&Certs x x
Recycled Materials Form x x