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2004, 09-07 Study SessionTuesday, September 7, 2004 CITY HALL AT REDWOOD PLAZA 11707 East Sprague Asenue, First Floor DISCUSSION LEADER Sl Enrplo Introduction — Tom Scholtens PUBLIC COMMENTS For members of the Public to speak to the Council retarding matters NOT on the Agenda. Please state your name and address for the record and limit remarks err three minutes. 1, Cary Driskell (10 minutes) First Reading Proposed Ordinance 04-037 Amending Spokane Valley. Municipal Codc 3.25.020, Gambling Tax (public comment) 2. Nina Regor (10 minutes) Proposed Resolution 04-024 Amending Resolution 03 -031 Employee Classification System (public comment( 1. Mayor DeVleming Mayor Appointment: Sign Committee (5 minutes) (public comment) 4. Neil Kasten (15 minutes) 5. Nina Regor (5 minutes) Motion Consideration: Placing Fin District Annexation Approve Motion on the November Ballot (public comment) Regular Study Session Issues (No Public Comment): ti. Mike Jacksan/MI° Parks & Recreation MasterPlan Consultant Update Discussion /information Consultant (45 minutes) 7. Morgan Koudelka (10 min) Managed Competition Update Presentation Discussion /information 8. Marina Sukup (15 minutes) Planned Unit Development Requirements Amendment Discussion/Information 9. !Jell Kersten (10 minutes) Stormw:ater program Staffing Discussion /Information 10. Dave Mercier (30 minute;) Budget Discussion Discuss ion/Information 11. Mayor DcVleming Advance Agenda Additions Discussion/Information 12. Dave Mercier Council Check in Discussion/Information 13. Dave Mercier City Manager Cotnments Discussionflnfotmation Noes: Except as noted al s% there will by no public comments at Council Study Stamina. flowerer. Council always reserves stye right to request information from the public and stiff as appropriate. NOTICE Individuals Wnnmty to ancnd the meting who rcgwrt tpecud assistance to wctintuodats physical, hearutR or other lmrurrrelttt pkr, :an: 4:1 the Clry Ck,i. et (50 4 21 -1000 ns anon ax pnufiic n that urn n mncnta nu) be numbs Study Scums Agenda, 9).-07.04 AGENDA CITY OF SPOKANE VALLEY CITY COUNCIL WORKSHEET STUDY SESSION Please Turn Off All Electronic Devices During the Meeting Motion Consideration: Response to Board of County Commissioners' Letter Regarding Conveyance of Wastewater Assets (public comment) ebpe. GOAL Advance to 2" Readine Approve Resolution Approve Appointment Approve Motion Page 1 al I 6:00 p.m. CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 7, 2004 City Manager Sign -off: Item: Check all that apply: ❑ consent ❑ old business X new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE: Proposed Ordinance Amending SVMC 3.25.020, Gambling Tax GOVERNING LEGISLATION: SVMC 3.25.020; RCW 9.46.110 PREVIOUS COUNCIL ACTION TAKEN: Administrative report August 24, 2004 BACKGROUND: The Council adopted a gambling tax on punchboards and pulltabs prior to incorporation. The Council intended to adopt a tax calculated on the gross receipts, minus payouts and merchandise prizes, similar to what Spokane County did prior to incorporation. The Council inadvertently adopted a tax imposed on 5% of the gross revenue. This change was not noticed by the affected businesses, and was unknown to them until raised by the City in the last several months. The adopted tax method resulted in an approximate 100% increase in the assessed tax amounts for the businesses using these games over what was intended. Staff worked on arriving at a solution that would put the parties in the same position as was intended. The proposed solution outlined in the attached proposed Ordinance does so, but will take approximately 18 months to accomplish. By April 1, 2006, all of the payments will have been made by businesses that were assessed more than intended, and the new SVMC 3.25.020(6) changing the assessment to what was originally intended by the Council will take effect. Additionally, no new taxes from pulltabs and punchboards would be imposed from October 1, 2004 to April 1, 2006. A Councilmember asked how new businesses that come in will be treated under this plan. Staff attempted to account for new businesses by taxing them at the new rate beginning October 1, 2004. Unfortunately, we could not figure out a way to do that without violating the state requirement that all similar businesses be taxed in an equal way. As such, staff is proposing that SVMC 3.25.020(B) be repealed in its entirety, with the new provision taking effect April 1, 2006. Staff is also proposing that when the new provision comes into effect in 2006, that SVMC 3.25.020(6)(1) and (2) be combined under one rate of 5% of gross, less the amount awarded as cash or merchandise prizes, whether it is for profit or nonprofit entities. As it currently reads, an entity that is a nonprofit or charitable group selling punchboards or pulltabs as a fundraiser is taxed at a higher rate than a for - profit business. This new provision would treat all such groups equally. OPTIONS: Adopt as proposed, not adopt, request additional changes RECOMMENDED ACTION OR MOTION: Motion to move proposed Ordinance 04 -037 to second reading. BUDGET /FINANCIAL IMPACTS: The may be some minor tax revenue lost from new businesses that do not pay any of these taxes during the 18 months. STAFF CONTACT: Ken Thompson, Finance Director /Cary Driskell, Deputy City Attorney ATTACHMENTS: Proposed Ordinance 04 -037 Proposed gambling tax amendment — C. Driskell Sept 7, 2004 CITY OF SPOKANE VALLEY SPOKANE COUNTY WASHINGTON ORDINANCE NO. 04 -037 AN ORDINANCE Oi+ TI{E CITY OF SPOKANE VALLEY, WASHINGTON, AMENDING GAMBLING TAX REGUILATIONS FOR THE CITY OF SPOKANE VALLEY. WHEREAS, RCW authorizes a city to provide for the taxing of any gambling activities within its jurisdiction; and WHEREAS, the City of Spokane Valley adopted Ordinance 03 -028 on January 28, 2003, to be effective upon the date of incorporation. Ordinance 03 -028 was later codified into Spokane Valley Municipal Code Chapter 3.25, Gambling Tax; and WHEREAS, SVMC §3.25.020(13)(I) provides for the imposition of a tax on punchboard and pulltab tames for commercial businesses at the rate of 5% of gross receipts; and WHEREAS, the intent of the Council in adopting SVMC §3.25.020(13)(1) was to impose a tax on punchboard and pulltab games at the rate of 5% of gross receipts, less the amount awarded as cash or merchandise prizes; and WHEREAS, the amount of assessed tax based on the erroneous tax rate on punchboards and pulltab games has resulted in an approximately 100% increase in the amount of tax owed than was intended by the Council at the time of adoption; and WHEREAS, commercial businesses operating punchboard and pulltab gaming since March 31, 2003, have paid tax amounts consistent with the methodology in place prior to incorporation, leaving a significant arrearage in the amount of gambling tax owed for those businesses; and WHEREAS, SVMC §3.25.020(B)(2) provides that bona fide charitable or nonprofit organizations shall pay a tax on punchboard and pulltab games equal to 10% of the gross receipts, less the amount awarded as cash or merchandise prizes; and WHEREAS, it is the desire of the Council to impose a gambling tax on punchboard and pulltab gaming that is identical for nonprofit, charitable or commercial businesses, to be equal to 5% of the gross receipts from the operation of pulltabs and punchboards, less the amount awarded as cash or merchandise prizes; and WHEREAS, the Council desires to negate the effect of the unintentionally high tax burden on these organizations by repealing SVMC §3,25.020(B) in its entirety, effective October 1, 2004, to be replaced with a new provision, effective April 1, 2006. This action is intended to result in the city receiving, as of April 1, 2006, only that amount of tax revenue that was intended by the Council at the time of original adoption of SVMC §3.25.020(B)(1). follows: NOW THEREFORE, the City Council of the City of Spokane Valley, Washington, ordains as Section 1. Intent. The City of Spokane Valley declares that the intent of this Ordinance is to repeal Spokane Valley Municipal Code §3.25.020(13) in its entirety, to be replaced with a new Spokane Valley Municipal Code §3.25.020(B) that becomes effective in the future in a manner that makes uniform the tax rate for all businesses engaged in pulltab and punchboard gaming. Ordinance 04 -037 Amending SVMC 3.25.020 Page 1 of 2 Proposed gambling tax amendment — C. Driskell Sept 7, 2004 Section 2. SVMC §3.25.020(3) To Be Repealed. Spokane Valley Municipal Code §3.25.020(B) which is repealed in its entirety effective October I, 2004, states as follows: B. Punchboards and Pulltabs. 1. Commercial stimulant operators shall pay a tax in an amount equal to five percent of the gross receipts from the operation of punchboards and pulltabs. 2. Bona fide charitable or nonprofit organizations shall pay a tax in an amount equal to ten percent of the gross receipts from the operation of the games, less the amount awarded as cash or merchandise prizes. Section 3. Replacement SVMC §3.25.020(B) . A new Spokane Valley Municipal Code §3.25.020(B) shall become effective April 1, 2006, and shall read as follows: B. Punchboards and Pulltabs. All organizations, whether for profit, nonprofit or bona fide charitable, shall pay a tax in an amount equal to five percent of the gross receipts from the operation of punchboards and pulltabs, less the amount awarded as cash or merchandise prizes. Section 4. Punchboard and Pulltab Tax Arrearage Payment. Those businesses obligated to pay gambling taxes pursuant to SVMC §3.25.020(B)(1) between March 31, 2003 and October 1, 2004 that have an arrearage on that tax obligation shall have two options for payment. Each such business may either make full payment on the arrearage on or before October 1, 2004, or, in the alternative, enter into an agreement with the city to pay the arrearage in six equal payments between October 1, 2004 and April 1, 2006. In the event an organization fails or refuses to pay its tax arrearage pursuant to one of the two options, the city shall immediately be authorized to seek payment of the arrearage through SVMC §3.25.060, or any other appropriate remedy available at law. Section 5. Severability. If any section, subsection, sentence or clause of this chapter is for any reason held to be invalid, such decision shall not affect the validity of the remaining provisions of this chapter. Section 6. Additional Provisions. The provisions of this chapter shall be in addition to and not a substitute for or limited by any other applicable laws. Section 7. Effective date. This Ordinance shall be in full force and effect five days after publication of this Ordinance or a summary thereof occurs in the official newspaper of the City as provided by law. Passed this day of September, 2004. ATTEST: Mayor, Michael DeVleming City Clerk, Christine Bainbridge Approved As To Form: Deputy City Attorney, Cary P. Driskell Date of Publication: Effective Date: Ordinance 04 -037 Amending SVMC 3.25.020 Page 2 of 2 Meeting Date: September 7, 2004 CITY OF SPOKANE VALLEY Request for Council Action Item: Check all that apply: ❑ consent old business ❑ information ❑ admin. report City Manager Sign -off: AGENDA ITEM TITLE: Proposed Resolution No. 04 -024, amending Resolution No. 03 -031, Employee Classification System GOVERNING LEGISLATION: City Resolution No. 03 -031, adopting job descriptions for city employees PREVIOUS COUNCIL ACTION TAKEN: Council deliberations on 2004 budget, Fall 2003; Council Study Session February 3, 2004 BACKGROUND: During the budget discussions with Council last fall, the City proposed eliminating the City Engineer position, and devolving those responsibilities to the two full -time Senior Engineers. This organizational structure was ultimately adopted as part of the 2004 budget. The City conducted a classification review for the full -time Senior Engineer positions, as provided in Resolution No. 03 -031. Draft Resolution No. 04 -024 incorporates the results of that review. With the elimination of the City Engineer, the Senior Engineers for Development and for Capital Projects became responsible for accepting engineering plans submitted by development clients (i.e., review and approval that the plans meet City standards), and for signing and stamping (i.e., creation and acceptance of responsibility for) engineering plans for City capital projects. At the February 3, 2004 meeting, staff presented the organizational structure without a City Engineer, and movement of the two full -time Senior Engineer positions to Grade 18. The City also has a part-time Senior Engineer who analyzes the traffic impacts of development proposals. This position, whose responsibilities have not changed, would remain at Grade 17. Council directed staff to return with a resolution, amending the City's classification system. On August 24, the Finance Committee reviewed and approved the proposal. At the meeting, staff will provide a powerpoint presentation summarizing the changes. OPTIONS: Approve Resolution No. 04 -024; amend the Resolution; provide additional direction to staff. RECOMMENDED ACTION OR MOTION: Move to approve Resolution No. 04 -024. BUDGET /FINANCIAL IMPACTS: There is approximately a $72,000 salary savings. STAFF CONTACT: Nina Regor, Deputy City Manager ATTACHMENTS A. Background Memo B -1. Position Description Comparison: Senior Engineer, Development B -2. Position Description Comparison: Senior Engineer, Capital Projects C. Resolution No. 04 -024 ❑ new business 0 public hearing ❑ pending legislation Spokane j Val ley Memorandum To: David Mercier, City Manager and Members of Council From: Nina Regor, Deputy City Manager Date: September 7, 2004 11707 E Sprague Ave Suite 106 • Spokane Valley WA 99206 509.921.1000 • Fax: 509.921.1008 • cityhallpspokanevalley.org Re: Change in Classification for the Full -Time Senior Engineer Positions In 2003, the City's adopted classification plan included a City Engineer at Grade 19, and a Senior Engineer (2 Fr E) at Grade 17. The 2004 budget eliminated the. City Engineer position. The intent was to reorganize, having the two full -time Senior Engineers take on the authority for the City's engineering decisions. John Holunan, Senior Engineer — Development and Steve Worley, Senior Engineer. — Capital Projects assumed the new responsibilities on September 1, 2003. Dick Thiel, the City Engineer, remained on staff until the end of December 2003, completing special projects for the City. Neil Kersten, Public Works Director, requested a classification review of the two full - time Senior Engineers as a result of the changes in responsibility. Background According to Don Morrison, interim Human Resources Director, the City's classification plan initially proposed no City Engineer, with two Senior Engineers at Grade 18 ($5,118 - $6,561 per month) reporting to the Public Works Director. When the decision was made to create a City Engineer position, it was also decided to lower the Senior Engineers to Grade 17 ($4,606 - 55,905 per month), because the final engineering authority rested with the City Engineer. Don Morrison indicated that in the initial analysis, the Senior Engineer position was solidly within the Grade 18 range. Supervision of professionals (e.g., Assistant Engineers) was one aspect. However, the responsibility for making final engineering decisions on behalf of the City was a large part of the justification for the grade level. Attachment A Change in Classification for the Full -Time Senior Engineer Position, continued September 7, 2004 Page 2 of 3 Cost Comparison of City Engineer and Non -City Engineer Options There would be about a $72,000 salary savings in the non -City Engineer option, once all individuals reached the top of their respective salary ranges. Comparables The Association of Washington Cities (AWC) compiles an employment survey. Following is a summary of Senior Engineer positions for fourteen cities of population greater than 50,000. Average for Cities with a City Engineer Average for Cities without a City Engineer Spokane Valley (Grade 17) Spokane Valley (Grade 18) Senior Engineer Range Range Low High $4,926 $6,236 $5,160 $6,299 $4,606 $5,905 $5.118 $6,561 The AWC survey is very helpful in providing general comparisons. However, it is not an in -depth analysis of all city positions. From city to city, the job description (and even the [ 1 Public Works Structure with a City Engineer 1 No. Annual Sa ary Range Annual Cost to City Position Grade FTE Minimum Maximum Minimum Maximum City Engineer 19 1.0 $68,232 $87,480 $68,232 $87,480 Senior Engineer 17 2.0 55,272 70,860 110,544 141,720 Total 3.0 $178,776 $229,200 Public Works Structure without a City Engineer No. Annual Salary Range Annual Cost to City Position Grade FTE Minimum 1 Maximum Minimum Maximum Senior Engineer 18 2.0 $61,4161 $78,732 $122,832 $157,464 Total 2.0 1 $122,832 $157,464 Difference I j ($55,944) ($71,736) Change in Classification for the Full -Time Senior Engineer Position, continued September 7, 2004 Page 2 of 3 Cost Comparison of City Engineer and Non -City Engineer Options There would be about a $72,000 salary savings in the non -City Engineer option, once all individuals reached the top of their respective salary ranges. Comparables The Association of Washington Cities (AWC) compiles an employment survey. Following is a summary of Senior Engineer positions for fourteen cities of population greater than 50,000. Average for Cities with a City Engineer Average for Cities without a City Engineer Spokane Valley (Grade 17) Spokane Valley (Grade 18) Senior Engineer Range Range Low High $4,926 $6,236 $5,160 $6,299 $4,606 $5,905 $5.118 $6,561 The AWC survey is very helpful in providing general comparisons. However, it is not an in -depth analysis of all city positions. From city to city, the job description (and even the Change in CIlssirication for the I itil -Time ,Senior Engineer Position, continued September 7, 2004 Page 3 of 3 title) wilt vary, as will that position's placement in the overall organization- These are important factors in determining appropriate compe,nSatiOn. Recommendation • Grade Level: Bring to Council for consideration a change to the Senior Engineer classification from Grade. 17 to Grade 18. • Effective Date: The effective date of the change would be September 1, 2003, to reflect the change in responsibilities. • Individual Impacts: o Salary — place Steve and John at Grade 18, Step 4 effective September 1, 2003, o Anniversary Date: The employment anniversary date does not change because it is a reclassification. o Vacation — adjust Steve's accrual rate to 10 hours per month in recognition of prior professional experience. A note about the proposed vacation accrual increase for Steve: The City is not in the practice of second guessing the negotiation of hiring offers. individuals place different value. on various aspects or compensation, e,g -, salary and availability oftime off, and they weigh those values in negotiating and ultimately accepting an offer. Having said that, a three week annual accrual 00 hours per month) for Steve is equitable compared to that of John, It is also consistent with that of the Planning Manager and the Building Official, 1.vho are also at Grade 18. All four positions report directly to their respective Department Directors, and have similar levels of supervisory responsibility. All four individuals brought significant years of professional experience to the City. Financial Int acct Recommendation The recommendation Would result in an annualized salary difference of 56,820 for both positions. The additional cost associated with the Grade change is significantly less than the cost had the City retained the City Engineer position. Class Title' Senior Engineer (Development) No change Job Code Number 305 Job Code Number: 300 Department: Public Works No change Grade Number: 17 Grade Number; ] 8 Increase one grade Division: NA Division: Development Engineering FLSA Status: Exempt No change Date: May 13, 2003 Date: September 1, 2003 GENERAL PLfRPOS Pcrfortrls complex engineering work in the provision of office and engineering support and field engineering support for environmental, transportation, utility, and other Public Works projects and programs ensuring technical competence and compliance with all current codes and criteria; serves as a Project Manager. Oversees and performs the technical, administrative, supervisory and complex professional engineering work for Development, Traffic, Maintenance, and Storrnwatcr, ensuring technical competence and compliance with all current codes and criteria. Incorporate responsibilities from City Engineer position SUPERVISION 'RECEIVED: Works under the genera] guidance and direction of the City .Engineer. Works under the guidance and direction of the Public Works Director. -- Changes supervisory relationship SUPERVISION EXERCISED `lay exercise general supervision over an assistant „ gins r or temporary or other staff as needed and 2.55 Exercises supervision over professional and technical engineering, and other personnel as assn .gi ed. Increases potential profes- sional subordinates � g ' ric 7 d.. TI AL 7�7'7� ESSE•NT L DUTIES AND RESPONSIBILITIES Manages and participates in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recanunends and administers • oli cie s and i roced ures. New responsibility Selects, trains, evaluates and disciplines personnel, and resolves employee grievances. Determines work procedures, prepares work s1 .edules, and expedites workflow. Issues written and oral instructions- Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures. Counsels employees to improve performance. Studies and standardizes procedures to improve efficiency of subordinates. Articulates supervisory responsibilities — formerly implied, but not explicitly stated Oversees and participates in the development and administration of the Public Works Department's annual budget in areas of responsibility; participates in forecast of funds needed for staffing, training, equipment, materials, supplies and projects. New budget responsibilities I '' Prepares composite reports from individual reports of subordinates. Adjusts errors and complaints. _ incorporate responsibilities from City Engineer Determines applicable codes, regulations, and requirements for assigned projects, i� }e-e Move co Peripheral Duties — - eEer es-a] plic�$b rde5 �ti utntions, arid for rojeatt re einents ass - ed Position Description Comparison Senior Engineer - Development ) ri . irtal Descri tion Revised Descrip Attachment 8 -1 Comments Reviews utility permits, street use permits, franchise utility_perrnits, etc No change Reviews and updates the storm drainage and street system maps, and engineering data bases of the City. Maintains the engineering library and infrastructure records Coordinates the preparation of, or develops, reviews and updates the utilities and street file system, maps, and data bases. Clarification Provides intersection signal and channelization design. Develops and maintains a pavement management system. Prevvides ' • - —. - • . - • . :eliZation Intersection signal, etc. included in next item; pavement management system shown separately ttin a- pavement Assists in the evaluation of transportation and traffic impacts of development proposals, permits, rezones, plats, etc. Prepares traffic, utility and other studies and reports. Oversees traffic Engineering; oversees and provides input in the preparation of traffic impacts of development project proposals, City speed surveys, average daily traffic counts, pavement markings, City signage, and miscellaneous traffic studies and reports. Oversees intersection, signal, and channelization design New responsibility — formerly an assisting role Assures as -built records of projects, and documents necessary changes for the operation and maintenance programs. Assures as -built records are prepared appropriately; documents necessary changes for the operation and maintenance of public works projects. Clarification Maintain% regular contact with consulting engineers, construction project engineers, City, County, State and Federal agencies, professional and technical groups and the general public regarding division activities and services. No change Responds to public or other inquiries relative to engineering policies and procedures on specific projects and other information. Monitors intergovernmental actions affecting areas of responsibility. Serves as liaison for the Public Works Department with other divisions, departments, outside agencies and the public; negotiates and resolves sensitive and controversial issues. Responds to and resolves citizen inquiries and complaints. Clarification Evaluates issues and options regarding municipal public works and makes recommendations. Evaluates issues and options regarding the construction, operations and maintenance of municipal public works and makes recommendations. Conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to engineering and operational programs, policies and •rocedures as a..ro.riate. New responsibility — formerly an assisting role Provides final engineering decisions and technical support to the Public Works Director and City Administration as required. New responsibility Assumes management responsibilities for assigned tasks and activities of Development, Traffic, Street Maintenance and Stormwater Engineering, including developing and implementing short- and long -ranee plans. New responsibility Develops and maintains a pavement management system. No change, but separatec'r, , out as an item Reviews private project development plans for Oversees, monitors, and approves private J New responsibility — final Position Description Comparison Senior Engineer - Development Original Descri ption City of Spokane Valley: Senior Engineer — Development Revised Description Comments Page 2 of 6 compliance with codes, regulations, and standards, adequacy of applications for permits and compliance with approved plans. development projects; reviews application submittals, determines appropriate conditions of approval, attends public hearings, reviews plans and specifications to ensure the construction of infrastructure meets the requirements and standards adopted by the City; oversees construction inspection and project sureties; issues final engineering approval by signing final plats and releasing project sureties. authority Oversees and updates City ordinances and resolutions related to public works projects. New responsibility Provides contract management and project management for the construction, operation and maintenance of public works projects. Meets with contractors/consultants to discuss City requirements and performance standards. Oversees assigned projects and activities to ensure contractor /consultant compliance with time, scope, budget and standards. Reviews and approves progress payments, approves or denies Change Order requests, approves final products, presents to Council for approval, and closes contracts. In conjunction with the Public Works Director, selects consultants /contractors for specialized studies; monitors contract performance. New responsibility Plans, organi7es, and oversees public works projects for the City, including defining projects and developing preliminary budgets for Council consideration; prepares scope of work and contract; prepares and advertises bid; selects contractor /consultant. Monitors and approves expenditures; implements adjustments and other plans involving the municipal infrastructure and manages associated budgets. Clarification Maintains the engineering library and records for Public Works Department. Clarification Represents Public Works on a variety of boards, commissions and committees; prepares and presents staff reports and other necessary correspondence. New responsibility Plans, organizes, assigns, directs and evaluates the work of City maintenance projects, operations and activities related to streets, stormwater systems, weed control and traffic control systems. New responsibility Maintains and updates city subdivision and public works standards. Maintains and updates City street, stormwater, and utility standards. Clarification . i Performs other duties as assigned by the Public Works Director. New responsibility r ERIPHTE�RAL DUTIES Coordinates and/or undertakes the d or update of the City Transportation Improvement Goerdinates -• • = • - Original removed -and/o • -. -: - = • ansportation Position Description Comparison Senior Engineer - Development 'l Ori Descri ption City of Spokane Valley: Senior Engineer — Development Revised Descri ption Comments Page 3 of 6 Program (T.I.P.), Comprehensive Sewer Plan, Comprehensive Water Plan, the Capital Improvement Program (CIP), and other plans involving the municipal infrastructure. '-- C- Original removed = •• orprehensive S- ' • - -r-Plan • • • . • Gapita - - ! .- • _ .• . . 14: : •.eF .n-lar ac,"- .a n;.- pal inr�r�stiil ere: Coordinates the preparation of, or develops, engineering plans and specifications, coordinates required advertising for bids, reviews construction bids and makes necessary recommendations based on lowest and best bids, competency of vendors and consultants, and the selection criteria. Coordinates- the- develeps prepaFatiett -ef er- engineering -plans -and -s , required-advertising-for-bid., bids - and - makes- neeess on-lowest-and-best-bidsreempeterters and- eensultantsrend- c seteetien critcria Provides project management for the construction of the municipal public works projects. Oversees assigned projects to ensure contractor compliance with time and budget parameters for the project. Pravitles - - -- : : : - : - - - : O r i g i n a l removed pre' -'- . . the ees of municipal- publie- weeks- pr ejee nsur -e oontraeter- eemplianee for jeet. get-par meters- Coordinates sidewalk inspection, maintenance and enforcement programs. Coordinates- Original removed siclewa : and- enfercesnest- progrerns- Assists in the training of other city personnel in works design and construction techniques. Ansists- ithe-tr-a - - • Original removed : = des publie- wer -ks- :- : : -• - _public Determines applicable Federal, State and Local codes, regulations, and requirements for Public Works projects. Move frorn Essential Duties, and clarify May serve as Acting Senior Engineer - Capital Projects, or as Acting Public Works Director. New responsibility DESIRED MINIMUM QUALIFICATIONS Education and Experience: (A) Graduation from a four -year college or university with a degree in civil engineering or a closely related field; and No change (B) Minimum of five (5) years previous professional civil engineering experience including at least two years utilities; or Minimum of seven (7) years previous profess - sional civil engineering experience, including at least two years in municipal engineering, and previous supervisory experience desired. Increase minimum years of experience; added supervisory experience (C) Any equivalent combination of education and experience. No change Necessary Knowledge, Skills and Abilities: (A) Thorough knowledge of civil engineering principles, practices and methods as applicable to a municipal setting; thorough knowledge of applicable City policies, laws, and regulations affecting Division activities; No change (B) Considerable skill in arriving at cost estimates on complex projects; skill in operating the listed tools and equipment. No change (C) Ability to communicate effectively, orally and in writing, with employees, consultants, other governmental agency representatives, City officials and the general public; ability to conduct necessary engineering research and compile comprehensive reports. No change (D) A key value of the City is customer service. This position requires considerable knowledge, ability and No change Position Description Comparison Senior Engineer - Development Orieinal Descri ption City of Spokane Valley: Senior Engineer — Development Revised Description Comments Page 4 of 6 skill in the principles and practices of excellent customer service as practiced in both the private and public sectors. It requires the ability to effectively meet and deal with the public; the ability to handle stressful situations; the ability to greet and respond to customers in a friendly, pleasant and professional manner using appropriate inflection, grammar and syntax; the ability to establish and maintain effective working relationships with employees, supervisors, and the general public; the ability to maintain a professional, courteous, and pleasant demeanor m difficult and stressful situations; and the ability to diplomatically deal with difficult people. A willingness to expend extra effort to help the public find answers or information relative to their inquiry or complaint is expected. SPECIAL REQUIREMENTs Must possess a valid State driver's license or have the ability to obtain one prior to employment; registration as a Professional Engineer (PE); must be physically capable of moving about on construction work sites and under adverse field conditions. Must possess a valid State driver's license or have the ability to obtain one prior to employment. Registration as a Professional Engineer (PE) in the State of Washington or , reciprocal certification. Clarification of PE requirement; removal of physical capability because it is addressed under Physical Demands COOLS AND EQUIPMENT USED :rsonal computer, including word processing, spreadsheet, and data base and computer- aided - design software; standard drafting tools; surveying equipment including level, theodolite and electronic distance measuring devices; motor vehicle; phone; mobile radio. No change PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. No change Work is performed mostly in office senings. Some outdoor work is required in the inspection of various land use developments, construction sites, or public works facilities. Hand -eye coordination is necessary to operate drafting instruments, computers and various pieces of office equipment. No change While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to sit; climb or - balance; stoop, lmeel, crouch, or crawl; talk or bear; " smell. No change —che employee must occasionally lift and/or move up I to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, No change Position Description Comparison Senior Engineer - Development Original Description City of Spokane Valley: Senior Engineer — Development Revised Description Comments Page 5 of 6 peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. No change While performing the duties of this job, the employee occasionally works in outside weather conditions. The employee occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals risk of electrical shack, and vibration. No change The noise level in the work environment is usually quiet to moderate. No change SELECTION GUIDELINES Forma! application, rating of education and experience; oral interview and reference check; job related tests may be required. No change The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a loeical assignment to the position. No change The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. No change Position Description Comparison Senior Engineer - Development Oriisinal Description City of Spokane Valley: Senior Engineer — Development Revised Descri ption Comments Page 6 of 6 Class Title: Senior Engineer (CIP) Senior Engineer (Capital Projects) Clarification Job Code Number: 305 Job Code Number: 300 Department: Public Works No change Grade Number: 17 Grade Number: 18 Increase one grade Division: NA Division: Capital Projects Engineering FLSA Status: Exempt No change Date: May 13, 2003 Date: September 1, 2003 GENERAL PURPOSE Performs complex engineering work in the provision of office and engineering support and field engineering support for environmental, transportation, utility, and other Public Works projects and programs ensuring technical competence and compliance with all current codes and criteria; serves as a Project Manager. Oversees and performs the technical, administrative, supervisory and complex professional engineering work for Capital Improvements Projects, ensuring technical competence and compliance with all current codes and criteria. Incorporate responsibilities from City Engineer position SUPERVISION RECEIVED: . Works under the general guidance and direction of the City Engineer. Works under the guidance and direction of the Public Works Director. Changes supervisory relationship SUPERVISION EXERCiSED May exercise general supervision over an assistant ~ gingr or temporary or other staff as needed and e ___signed. Exercises supervision over professional and technical engineering and other personnel as assigned. Increases potential professional subordinates ESSENTLA.L DUTIES AND RESPONSIBILITIES Manages and participates in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommends and administers policies and procedures. Selects, trains, evaluates and disciplines personnel, and resolves employees grievances. Determines work procedures, prepares work schedules, and expedites workflow. Issues written and oral instructions. Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures. Counsels employees to improve performance. Implements discipline and termination procedures. Studies and standardizes procedures to improve efficiency of subordinates New responsibility Articulates supervisory responsibilities — formerly implied, but not explicitly stated Oversees and participates in the development and administration of the Public Works Department's annual budget in areas of responsibility; participates in forecast of funds needed for • staffing, training, equipment, materials, supplies and projects. New budget responsibilities -- Prepares composite reports from individual reports of subordinates. Adjusts errors and complaints. Incorporate responsibilities from City Engineer '[aintains and updates city subdivision and public pocks standards Maint..... - ' Original removed :..:.. . - - . . _ .. works standards. Coordinates and/or undertakes the development or Coordinates and/or undertakes the development or New budget Position Description Comparison Senior .Engineer — Capital Projects % %riginal Description Revised Descri ption Attachment B - Comrnents Position Description Comparison Senior Engineer — Capital Projects Original Description update of the City Transportation Improvement Program (TIP), Comprehensive Sewer Plan, Comprehensive Water Plan, the Capital Improvement Program (CIP), and other plans involving the municipal infrastructure. Coordinates the preparation of, or develops, engineering plans and specifications, coordinates required advertising for bids, reviews construction bids and makes necessary recommendations based on lowest and best bids, competency of vendors and consultants, and the selection criteria. Provides project management for the construction of the municipal public works projects. Oversees assigned projects to ensure contractor compliance with time and budget parameters for the project. Coordinates the preparation of, or develops reviews and updates the storm drainage and street system maps. data base, and comprehensive plans. Maintains the engineering library and infrastructure records. Assures as -built records of projects, and documents necessary changes for the operation and maintenance programs. Responds to public or other inquiries relative to engineering policies and procedures on specific projects and other information. update of the City Transportation Improvement Program (TIP), Comprehensive Sewer Plan, Comprehensive Water Plan, the Capital Improvement Program (CiF), and other plans involving the municipal infrastructure and manages associated budget, Works with department staff in preparing long -range infrastructure plans. Plans, organizes, and oversees public works projects for the City including defining projects and developing preliminary budgets for council consideration; develops engineering plans and specifications, prepares scopes of work and consultant design contracts; prepares and advertises RFQ's/RFP's; selects consultants. Monitors and approves expenditures; implements adjustments and other plans involving the design of municipal infrastructure and manages associated budgets. Provides contract management and project management for the construction of public works projects. Meets with contractors to discuss City requirements and performance standards. Oversees assigned projects and activities to ensure contractor compliance with time, scope, budget and standards. Reviews and approves progress payments, approves or denies Change Order requests, approves final products, presents to council for approval, and closes contract, oversees construction inspection and project sureties; issues final engineering approval. In conjunction with the Public Works Director, selects contractors for specialized studies; monitors contract performance. Coordinates the preparation of, or develops, reviews, and updates the utilities and street file system, maps and data bases. Maintains the engineering library and records for Public Works Department. Assures as -built records are prepared appropriately; documents necessary changes for the operation and maintenance of public works p rojects. Monitors intergovernmental actions affecting areas of responsibility. Serves as liaison for the Public Works Department with other divisions, departments, outside agencies and the public; negotiates and resolves sensitive and controversial issues. Responds to and resolves citizen inquiries and complaints. Evaluates issues and options regarding municipal public works and makes recommendations. Evaluates issues and options regarding the construction, operations and maintenance of municipal public works and makes recommendations. Conducts a variety of responsibilities Clarification New responsibility — final authority Clarification Clarification Clarification Clarification New responsibility — formerly an assisting rot:- City of Spokane Valley: Senior Engineer — Capital Projects Revised Description Comments Page 2 of 6 Position Description Comparison Senior Engineer — Capital Projects '36 inal Description City of Spokane Valley: Senior Engineer — Capital Projects Revised Description Comments Page 3 of 6 organizational studies, investigations and operational studies; recommends modifications to engineering and operational programs, policies and procedures as appropriate. Maintains regular contact with consulting engineers, construction project engineers, City, County, State and Federal agencies, professional and technical groups and the general public regarding division activities and services. No change Provides intersection signal and channelization design. - ; - • •.• - :: .4.. .. -• - . • Move to Peripheral Duties .. . desig$: Develops and maintains a pavement management system. Develeps- and- nuaiJ3tains -a- n3aeagement Move to Peripheral Duties pavement system Provides final engineering decisions and technical support to the Public Works Director and City Administration as required. New responsibility Coordinates or prepares applications for grants and loans available for public works projects. New responsibility Oversees and updates City ordinances and resolutions related to public works projects. New responsibility New responsibility Represents Public Works on a variety of boards, commissions and committees; prepares and presents staff reports and other necessary correspondence. Assumes management responsibilities for assigned tasks and activities of the Public Works Department, including developing and implementing short - and long -range plans. New responsibility Performs other duties as assigned by the Public Works Director. New responsibility PERIPHERAL DUTIES Determines applicable codes, regulations, and requirements for assigned projects. Determines applicable Federal, State and Local codes, regulations, and requirements for Public Works projects. Clarification Reviews private project development plans for compliance with codes, regulations, and standards, adequacy of applications for permits and compliance with approved plans. Reviews-private- project- development- plans-for Original removed - :: •.: - - - ... •• . - --• : - - .. . - . - : : — - - • •• • . : • :- - - •• Reviews utility permits, street use permits, franchise utility permits, etc. Reviews - utility -pert its street -use Tits franehhise- utility - per -n3its Original removed Assists in the evaluation of transportation and traffic impacts of development proposals, permits, rezones, plats, etc. Prepares traffic, utility and other studies and reports. Original removed _ ... :. .. :. .. .. _ Prepares traffic, and rezones, plats, etc. utility Assists in the training of other city personnel in public works design and construction techniques. Original removed tsis a er-eit j- personnel -in pt3blie- works- desiva- and- c- onstruetion- techniques: May provide intersection signal and channelization design. Moved from Essential Duties 1 May develop and maintain a pavement management system. Moved from Essential Duties ( May serve as Acting Senior Engineer — Development, or as Acting Public Works Director New responsibility Position Description Comparison Senior Engineer — Capital Projects '36 inal Description City of Spokane Valley: Senior Engineer — Capital Projects Revised Description Comments Page 3 of 6 DESIRED MINIMUM QUALIFICATIONS Education and Experience: (A) Graduation from a four -year college or university with a degree in civil engineering or a closely related field; and No change (13) Minimum of five (5) years previous professional civil engineering experience including at least two years utilities; or Minimum of seven (7) years previous profess - ional civil engineering experience, including at least two years in municipal engineering, and previous supervisory experience desired. Increase minimum years of experience; added supervisory experience (C) Any equivalent combination of education and experience. No change Necessary Knowledge, Skills and Abilities: (A) Thorough knowledge of civil engineering principles, practices and methods as applicable to a municipal setting; thorough knowledge of applicable City policies, laws, and regulations affecting Division activities; No change (B) Considerable skill in arriving at cost estimates on complex projects; skill in operating the listed tools and equipment. No change (C) Ability to communicate effectively, orally and in writing, with employees, consultants, other governmental agency representatives, City officials and the general public; ability to conduct necessary engineering research and compile comprehensive reports. No change (D) A key value of the City is customer service. This position requires considerable knowledge, ability and skill in the principles and practices of excellent customer service as practiced in both the private and public sectors. It requires the ability to effectively meet and deal with the public; the ability to handle stressful situations; the ability to greet and respond to customers in a friendly, pleasant and professional manner using appropriate inflection, grammar and syntax; the ability to establish and maintain effective working relationships with employees, supervisors, and the general public; the ability to maintain a professional, courteous, and pleasant demeanor in difficult and stressful situations; and the ability to diplomatically deal with difficult people. A willingness to expend extra effort to help the public find answers or information relative to their inquiry or complaint is expected. No change SPECIAL REQUIREMENTS Must possess a valid State driver's license or have the ability to obtain one prior to employment; registration as a Professional Engineer (PE); must be physically capable of moving about on construction work sites and under adverse field conditions. Must possess a valid State driver's license or have the ability to obtain one prior to employment. Registration as a Professional Engineer (PE) in the State of Washington or reciprocal certification. Clarification of PE requirement; removal of physical capability because it is addressed under Physical Demands � Position Description Comparison Senior Engineer — Capital Projects Ori :inal Description Revised Descri ption Comments City of Spokane Valley: Senior Engineer — Capital Projects Page 4 of 6 TOOLS AND EQUIPMENT USED Personal computer, including word processing, spreadsheet, and data base and computer- aided- design software; standard drafting tools; surveying equipment including level, theodolite and electronic distance measuring devices; motor vehicle; phone; mobile radio. No change PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. No change Work is performed mostly in office settings. Some outdoor work is required in the inspection of various land use developments, construction sites, or public works facilities. Hand -eye coordination is necessary to operate drafting instruments, computers and various pieces of office equipment No change While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, feel or operate objects, Vi ols, or controls; and reach with hands and arms. __Qae employee is occasionally required to sit; climb or balance; stoop, lmeel, crouch, or crawl; talk or hear; and smell. No change The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. No change WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to jform the essential functions. No change While performing the duties of this job, the employee occasionally works in outside weather conditions. The employee occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration. No change The noise level in the work environment is usually quiet to moderate. No change ELECTION GUIDELINES formal application, rating of education and experience; oral interview and reference check; job related tests may be required. No change Position Description Comparison senior Engineer — Capital Projects r i i nal Description City of Spokane Valley: Senior Engineer — Capital Projects Revised Descri ption Comments Page 5 of 6 CITY OF SPOKANE VALLEY SPOKANE COUNTY, WASHINGTON RESOLUTION NO. 04 -024 A RESOLUTION AMENDING SELECTED POSITION DESCRIPTIONS FOR THE CITY OF SPOKANE VALLEY. Attachment C WHEREAS, the City Council adopted Ordinance No. 03 -044, which, in part, provided for Council approval of any "conditions of employment" that may be placed on City employees; and WHEREAS, the City Council through Resolution No. 03 -031 adopted descriptions for City positions; and WHEREAS, Resolution No. 03 -031 recognized that "a position description is a dynamic document that should be periodically updated as duties and responsibilities change over time"; and WHEREAS, the City Council desires to perform a periodic update to the description of duties for the positions of "Senior Engineer - Development" and "Senior Engineer — Capital Projects ". NOW THEREFORE, be it resolved by the City Council of the City of Spokane Valley, Spokane County, Washington, as follows: Section 1. Amended Position Descriptions Adopted. The City of Spokane Valley adopts the amended description of duties for the "Senior Engineer - Development" and "Senior Engineer — Capital Projects" positions, attached hereto as Attachment 1 and Attachment 2 respectively, as if fully set forth herein. Section 2. Position Description Deleted. The City of Spokane Valley deletes in its entirety the position description for the "City Engineer" position. Section 3. Remaining Position Descriptions Unchanged. The remainder of the position descriptions contained in Resolution No. 03 -031 remain unchanged by this action. Section 4. adoption. Effective Date. This Resolution shall be in full force and effective upon Adopted this day of September, 2004. City of Spokane Valley Mayor Michael DeVleming ATTEST: City Clerk, Christine Bainbridge Approved as to Form: Deputy City Attorney, Cary P. Driskell 11swfslluseis tinregor \PersonneRlndividual [ssues\Senior Engineers\Resoluion 04 -024 amending Senior Eneineer dcscriptions 090704.DOC Class Title: Senior Engineer (Development) Department: Public Works Division: Development Engineering Date: September 1, 2003 GENERAL PURPOSE CITY OF SPOKANE VALLEY POSITION DESCRIPTION Attachment 1 to Resolution No. 04 -024 Job Code Number: 300 Grade Number: 18 FLSA Status: Exempt Location: City Hall Oversees and performs the technical, administrative, supervisory and complex professional engineering work for Development, Traffic, Street Maintenance, and Stormwater, ensuring technical competence and compliance with all current codes and criteria. SUPERVISION RECEIVED: Works under the guidance and direction of the Public Works Director. SUPERVISION EXERCISED Exercises supervision over professional and technical engineering, and other personnel as assigned. ESSENTIAL DUTIES AND RESPONSIBILITIES Manages and participates in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommends and administers policies and procedures. Selects, trains, evaluates and disciplines personnel, and resolves employee grievances. Determines work procedures, prepares work schedules, and expedites workflow. Issues written and oral instructions. Assigns duties and examines work for exactness, neatness and conformance to policies and procedures. Counsels employees to improve performance. Studies and standardizes procedures to improve efficiency of subordinates. Oversees and participates in the development and administration of the Public Works Department's annual budget in areas of responsibility; participates in the forecast of funds needed for staffing, training, equipment, materials, supplies and projects. Prepares composite reports from individual reports of subordinates. Adjusts errors and complaints. Reviews utility permits, street use permits, franchise utility permits, etc. Coordinates the preparation of, or develops, reviews and updates the utilities and street file system, maps and data bases. Oversees traffic engineering; oversees and provides input in the preparation of traffic impacts of development project proposals, City speed surveys, average daily traffic counts, pavement markings, City signage, and miscellaneous traffic studies and reports. Oversees intersection, signal and channelization design. Assures as -built records are prepared appropriately; documents necessary changes for the operation and maintenance programs of public works projects. Maintains regular contact with consulting engineers, construction project engineers, City, County, State and Federal agencies, professional and technical groups and the general public regarding division activities and services. Monitors intergovernmental actions affecting areas of responsibility. Serves as liaison for the Public Works Department with other divisions, departments, outside agencies and the public; negotiates and resolves sensitive and controversial issues. Responds to and resolves citizen inquiries and complaints. Evaluates issues and options regarding the construction, operations and maintenance of municipal public works and makes recommendations. Conducts a variety of organizational studies, investigations and operational studies; recommends modifications to engineering and operational programs, policies and procedures as appropriate. Provides final engineering decisions and technical support to the Public Works Director and City Administration as required. Assumes management responsibilities for assigned tasks and activities of Development, Traffic, Street Maintenance and Stormwater Engineering, including developing and implementing short- and long -range plans. Develops and maintains a pavement management system. Oversees, monitors and approves private development projects; reviews application submittals, determines appropriate conditions of approval, attends public hearings, reviews plans and specifications to ensure the construction of infrastructure meets the requirements and standards adopted by the City; oversees construction inspection and project sureties; issues final engineering approval by signing final plats and releasing project sureties. Oversees and updates City ordinances and resolutions related to public works projects. Provides contract management and project management for the construction, operation and maintenance of public works projects. Meets with contractors /consultants to discuss City requirements and performance standards. Oversees assigned projects and activities to ensure contractor /consultant compliance with time, scope, budget and standards. Reviews and approves progress payments, approves or denies Change Order requests, approves final products, presents to Council for approval, and closes contracts. In conjunction with the Public Works Director, selects consultants /contractors for specialized studies; monitors contract performance. Senior Engineer - Dev 2 Plans, organizes, and oversees public works projects for the City, including defining projects and developing preliminary budgets for Council consideration; prepares scope of work and contract; prepares and advertises bid; selects contractor /consultant. Monitors and approves expenditures; implements adjustments and other plans involving the municipal infrastructure and manages associated budgets. Maintains the engineering library and records for Public Works Department. Represents Public Works on a variety of boards, commissions and committees; prepares and presents staff reports and other necessary correspondence. Plans, organizes, assigns, directs and evaluates the work of City maintenance projects, operations and activities related to streets, stormwater systems, weed control and traffic control systems. Maintains and updates City street, stormwater and utility standards. Performs other duties as assigned by the Public Works Director. PERIPHERAL DUTIES Determines applicable Federal, State and Local codes, regulations, and requirements for public works projects. May serve as Acting Senior Engineer — Capital Projects, or as Acting Public Works Director. DESIRED MINIMUM QUALIFICATIONS Education and Experience: (A) Graduation from a four -year college or university with a degree in civil engineering or a closely related field; and (B) Minimum of seven (7) years previous professional civil engineering experience, including at least two years in municipal engineering, and previous supervisory experience desired; or (C) Any equivalent combination of education and experience. Necessary Knowledge, Skills and Abilities: (A) Thorough knowledge of civil engineering principles, practices and methods as applicable to a municipal setting; thorough knowledge of applicable City policies, laws, and regulations affecting Division activities; Senior Engineer - Dev 3 (13) Considerable skill in arriving at cost estimates on complex projects; skill in operating the listed tools and equipment. (C) Ability to communicate effectively, orally and in writing, with employees, consultants, other governmental agency representatives, City officials and the general public; ability to conduct necessary engineering research and compile comprehensive reports. (D) A key value of the City is customer service. This position requires considerable knowledge, ability and skill in the principles and practices of excellent customer service as practiced in both the private and public sectors. It requires the ability to effectively meet and deal with the public; the ability to handle stressful situations; the ability to greet and respond to customers in a friendly, pleasant and professional manner using appropriate inflection, grammar and syntax; the ability to establish and maintain effective working relationships with employees, supervisors, and the general public; the ability to maintain a professional, courteous, and pleasant demeanor in difficult and stressful situations; and the ability to diplomatically deal with difficult people. A willingness to expend extra effort to help the public find answers or information relative to their inquiry or complaint is expected. SPECIAL REQUIREMENTS Must possess a valid State driver's license or have the ability to obtain one prior to employment; registration as a Professional Engineer (PE) in the State of Washington, or reciprocal certification. TOOLS AND EQUIPMENT USED Personal computer, including word processing, spreadsheet, and data base and computer- aided- design software; standard drafting tools; surveying equipment including level, theodolite and electronic distance measuring devices; motor vehicle; phone; mobile radio. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfiilly perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed mostly in office settings. Some outdoor work is required in the inspection of various land use developments, construction sites, or public works facilities. Hand -eye coordination is necessary to operate drafting instrtunents, computers and various pieces of office equipment. While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, feel or operate objects tools, or controls; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and smell. Senior Engineer - Dev 4 The employee must occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK. ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally works in outside weather conditions. The employee occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and /or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration. The noise level in the work environment is usually quiet to moderate. SELECTION GUIDELINES >✓S Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that niay be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Approval: Approval: Human Resources Manager City Manager Effective Date: Revision History: September 1, 2003 May 13, 2003, original Senior Engineer - Dcv 5 CITY OF SPOKANE VALLEY POSITION DESCRIPTION Class Title: Senior Engineer (Capital Projects) Job Code Number: 300 Department: Public Works Grade Number: 18 Division: Capital Projects Engineering FLSA Status: Exempt Date: September 1, 2003 Location: City Hall • GENERAL PURPOSE Oversees and performs the technical, administrative, supervisory and complex professional engineering work for Capital Improvement Projects, ensuring technical competence and compliance with all current codes and criteria. SUPERVISION RECEIVED: Works under the muidance and direction of the Public Works Director. SUPERVISION EXERCISED Attachment 2 to Resolution No. 04 -024 Exercises supervision over professional and technical engineering, and other personnel as J 1 assigned. ESSENTIAL DUTIES AND RESPONSIBILITIES Manages and participates in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommends and administers policies and procedures. Selects, trains, evaluates and disciplines personnel, and resolves employee grievances. Determines work procedures, prepares work schedules, and expedites workflow. Issues written and oral instructions. Assigns duties and examines work for exactness, neatness and conformance to policies and procedures. Counsels employees to improve performance Studies and standardizes procedures to improve efficiency of subordinates. Oversees and participates in the development and administration of the Public Works Department's annual budget in areas of responsibility; participates in the forecast of funds needed for staffing, training, equipment, materials, supplies and projects. Prepares composite reports from individual reports of subordinates. Adjusts errors and complaints. Coordinates and/or undertakes the development or update of the City Transportation Improvement Program (T.LP.), Comprehensive Sewer Plan, Comprehensive Water Plan, the Capital Improvement Program (CIF), and other plans involving the municipal infrastructure; manages associated budget; works with Department staff in preparing long -range infrastructure plans. Plans, organizes and oversees public works projects for the City, including defining projects and developing preliminary budgets for Council consideration; develops engineering plans and specifications, prepares scopes of work and consultant design contracts; prepares and advertises RFQs /RFPs; selects consultants. Monitors and approves expenditures; implements adjustments and other plans involving the design of municipal infrastructure and manages associated budgets. Provides contract management and project management for the construction of public works projects. Meets with contractors /consultants to discuss City requirements and performance standards. Oversees assigned projects and activities to ensure contractor /consultant compliance with time, scope, budget and standards. Reviews and approves progress payments, approves or denies Change Order requests, approves final products, presents to Council for approval, and closes contracts. In conjunction with the Public Works Director, selects consultants /contractors for specialized studies; monitors contract performance. Coordinates the preparation of, or develops, reviews and updates the utilities and street system maps and data bases. Maintains the engineering library and records for the Public Works Department. Assures as -built records are prepared appropriately; documents necessary changes for the operation and maintenance programs of public works projects. Monitors intergovernmental actions affecting areas of responsibility. Serves as liaison for the Public Works Department with other divisions, departments, outside agencies and the public; negotiates and resolves sensitive and controversial issues. Responds to and resolves citizen inquiries and complaints. Evaluates issues and options regarding the construction, operations and maintenance of municipal public works and makes recommendations. Conducts a variety of organizational studies, investigations and operational studies; recommends modifications to engineering and operational programs, policies and procedures as appropriate. Maintains regular contact with consulting engineers, construction project engineers, City, County, State and Federal agencies, professional and technical groups and the general public regarding division activities and services. Provides final engineering decisions and technical support to the Public Works Director and City Administration as required. Coordinates or prepares applications for grants and loans available for public works projects. Oversees and updates City ordinances and resolutions related to public works projects. Represents Public Works on a variety of boards, commissions and committees; prepares and presents staff reports and other necessary con Senior Engineer — Capital Projects ? Assumes management responsibilities for assigned tasks and activities of the Public Works Department, including developing and implementing short - and long -range plans. Performs other duties as assigned by the Public Works Director. PERIPHERAL DUTIES Determines applicable Federal, State and Local codes, regulations, and requirements for public works projects. May provide intersection signal and channelization design. May develop and maintain a pavement management system. May serve as Acting Senior Engineer — Development, or as Acting Public Works Director. DESIRED MINIMUM QUALIFICATIONS Education and Experience: (A) Graduation from a four -year college or university with a degree in civil engineering or a closely related field; and (B) Minimum of seven (7) years previous professional civil engineering experience including at least two years in municipal engineering, and previous supervisory experience desired; or (C) Any equivalent combination of education and experience. Necessary Knowledge, Skills and Abilities: (A) Thorough knowledge of civil engineering principles, practices and methods as applicable to a municipal setting; thorough knowledge of applicable City policies, laws, and regulations affecting Division activities; (B) Considerable skill in arriving at cost estimates on complex projects; skill in operating the listed tools and equipment. (C) Ability to communicate effectively, orally and in writing, with employees, consultants, other governmental agency representatives, City officials and the general public; ability to conduct necessary engineering research and compile comprehensive reports. (D) A key value of the City is customer service. This position requires considerable knowledge, ability and skill in the principles and practices of excellent customer service as Senior Engineer — Capital Projects 3 practiced in both the private and public sectors. It requires the ability to effectively meet and deal with the public; the ability to handle stressful situations; the ability to greet and respond to customers in a friendly, pleasant and professional manner using appropriate inflection, grammar and syntax; the ability to establish and maintain effective working relationships with employees, supervisors, and the general public; the ability to maintain a professional, courteous, and pleasant demeanor in difficult and stressful situations; and the ability to diplomatically deal with difficult people. A willingness to expend extra effort to help the public find answers or information relative to their inquiry or complaint is expected. SPECIAL REQUIREMENTS Must possess a valid State driver's license or have the ability to obtain one prior to employment; registration as a Professional Engineer (PE) in the State of Washington, or reciprocal certi fication. TOOLS AND EQUIPMENT USED Personal computer including word processing, spreadsheet, and data base and computer- aided- design software; standard drafting tools; surveying equipment including level, theodolite and electronic distance measuring devices; motor vehicle; phone; mobile radio. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed mostly in office settings. Some outdoor work is required in the inspection of various land use developments, construction sites, or public works facilities. Hand -eye coordination is necessary to operate drafting instruments, computers and various pieces of office equipment. \Vhile performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT Senior Engineer — Capital Projects 4 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally works in outside weather conditions. The employee occasionally works near moving mechanical parts and in high precarious places and is occasionally exposed to wet and /or humid conditions fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration. The noise level in the work environment is usually quiet to moderate.. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may he performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Approval: Approval: Human Resources Manager City Manager Effective Date: Revision History: September 1 2003 May 13, 2003, original Senior Engineer — Capital Projects 5 Meeting Date: September 7, 2004 CITY OF SPOKANE VALLEY Request for Council Action Item: Check all that apply: ❑ consent ❑ old business [ new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE: Motion appointing Eldonna Gossett to the Ad Hoc Sign Committee. GOVERNING LEGISLATION: Spokane Valley City Resolution 04 -031 (Governance Manual) PREVIOUS COUNCIL ACTION TAKEN: City Council authorized the formation of an Ad Hoc Sign Committee on April 6, 2004, and on May 25 and June 1, appointed the seven committee members representing the business community, sign contractors, citizens and one representative from the Planning Commission. BACKGROUND: The Ad Hoc Sign Committee was appointed to present a balanced review of the existing sign regulations. The Committee, chaired by Mr. David Crosby, has met regularly since its appointment. The late Mr. Ken Holloway, Vice President for Member Services of the Spokane Valley Chamber of Commerce, was appointed as a member of the business community. The Committee has made substantial progress in evaluating the existing regulations and expects to complete its review and recommendations by the end of October 2004. Those recommendations will be forwarded to the Planning Commission for public hearing. Following the hearing, the Planning Commission will develop its recommendation for review by the City Council. Ms. Eldonna Gossett, President and CEO of the Spokane Valley Chamber, has agreed to represent the business community on the Ad Hoc Sign Committee in the same capacity as Mr. Holloway, as the Committee concludes its deliberations. OPTIONS: Approve, approve with amendments, or disapprove. RECOMMENDED ACTION: Motion appointing Eldonna Gosset to represent the business community on the Ad Hoc Sign Committee. BUDGET /FINANCIAL IMPACTS: Not applicable. STAFF CONTACT: Marina Sukup, Community Development Director ATTACHMENTS: None. Meeting Date: September 7, 2004 CITY OF SPOKANE VALLEY Request for Council Action Item: Check all that apply: ❑ consent X old business ❑ information ❑ admin. report City Manager Sign - off: ❑ new business ❑ public hearing 0 pending legislation AGENDA ITEM TITLE: Response to Board of County Commissioners Letter Regarding Conveyance of Wastewater Assets GOVERNING LEGISLATION: PREVIOUS COUNCIL ACTION TAKEN: On July 13, 2004 the Council approved issuing a letter to the County asking them to articulate under what terms and conditions they would convey all or part of the assets. BACKGROUND: The Spokane Valley Chamber of Commerce asked the County Commissioners for their position regarding transfer of ownership of the County's wastewater facilities. On July 13, 2004 the Council reviewed the letter from the Spokane Valley Chamber requesting that the City pursue the question regarding transfer of wastewater assets. The Council approved a motion that the City issue a letter to the County requesting the terms and conditions regarding transfer of all or part of the County owned wastewater facilities. On July 20, 2004 the County issued a letter to the City stating that the Board will commit staff time and resources to address the issues of transfer of the wastewater facilities upon further confirmation from the City that there is an actual desire by the City to assume ownership, operation, maintenance and financing of all or a portion of the County's Wastewater Management System. OPTIONS: RECOMMENDED ACTION OR MOTION: The City Council pass a motion stating its position on proceeding with discussions with the County on transfer of the County's wastewater facilities. BUDGET/FINANCIAL IMPACTS: STAFF CONTACT: Neil Kersten ATTACHMENT: Letter from the County dated July 20, 2004 July 20, 2004 Dear Dave: ;%1 � 'a' -- OFFICE OF COUNTY COMMISSIONERS FRANCINE M. BOXER CHEF EXECUTIVE OFFICER Mr. David Mercier, City Manager City of Spokane Valley 11707 East Sprague Avenue, Suite #106 Spokane, Valley, Washington 99206 Re: Specification of terms and conditions re ardint transfer of all or part of County -owned wastewater facilities R . `.3s'.JVED JUL 2 2 2004 BY: The Board of County Commissioners considered your letter of July 14, 2004 with respect to the above - referenced matter at its July 20, 2004 CEO briefing. In your letter, referencing correspondence from the Valley Chamber, you posed the following inquiry to the County Commissioners: Under what specific terms and conditions would the County convey ownership of all or part of its wastewater facilities to the City of Spokane Valley? At the outset of the Board's consideration of your inquiry, the Board reaffirmed its unanimous commitment in April wherein it advised: ...if there is a strong desire by the City of Spokane Valley to assume ownership, operation, maintenance, and financing of the wastewater management facilities to serve the City, the Board would be receptive to a transfer, assuming that an equitable agreement for transfer of assets, debt, and reserves can be established. Additionally, the Board heard from Bruce Rawls. Mr. Rawls indicated that it would take a substantial amount of staff time and resources to necessarily articulate the terms and conditions that "would -- accompany a conveyance —of —the— County's -- Wastewater_ Management facilities to the City of Spokane Valley. Ile projected somewhere in the neighborhood of between 80 -100 hours. For instance, it would be necessary for the Board to contact its bond counsel and ascertain how the City could assume all 1114. weer Gonanwav elf MS41 . cwwamu we Qa9 rn.nlm • (Sn01 477 -77FG • F x• MN) 477_9974 • fhnxcrQcnnkmneenuntv.ore outstanding bonded financial obligations in conjunction with the transfer of its Wastewater facilities to the City of Spokane Valley. Mr. Rawls also shared with the Board a preliminary list of discussion items that would need to be discussed /resolved between the entities prior to formalizing transfer conditions in an Interlocal Agreement. I have attached a copy of that list. In light of the issues raised by Mr. Rawls, the Board believes that if the City is "strongly committed" in its desire to assume ownership, operation, maintenance and financing of all or a portion of the County's Wastewater Management System that Mr. Rawls and Neil Kersten meet to review and expand upon the attached discussion items. Once a revised list is prepared, the Board will commit staff time and resources to address the issues upon further confirmation from the City that there is an actual desire by the City of Spokane Valley to assume, ownership, operation, maintenance and financing of all or a portion of the County's Wastewater Management System. Sincerely, Enclosure (1) FRANCINE M. BOXER Spokane County Chief Executive Officer City of Spokane Valley- Wastewater System Assumption Items -July 20. 2004 The following list represents an initial assessment of the items that would need to be addressed in an agreement for assumption of the wastewater system by the City of Spokane Valley. Additional items may be identified during the process of preparing assumption documents. 1. Allocation of 10 MGD Capacity at SAWTP— Currently approximately 7 MGD of capacity is used to serve connected parcels. The method to allocate unused capacity would need to be defined. 2. Allocation of Fund 436 Reserves (APA Fees) —There are substantial reserves in this fund. A method for allocating these reserves would need to be defined. 3. Allocation of Fund 403 Reserves (Sales Taxes) —There are substantial reserves in this fund. A method for allocating these reserves would need to be defined_ 4. Allocation of Fund 401 Reserves (Monthly Sewer Service Charges) —There are substantial reserves in this fund. A method for allocating these reserves would need to be defined. 5. Allocation of Extended Grant payments —The Extended Grant from Ecology goes through the year 2014 for construction of STEP projects. A method for sharing this grant would need to be defined. 6. Ownership and allocation of 0 & M Equipment. If the sewerage service area is split between the City and County, the County would need to retain most of the existing equipment to continue the necessary operations and maintenance of the system. What would the City use for equipment? 7. Allocation of debt service —A substantial portion of the bonds and loans outstanding are related to valley sewers. Upon assumption, the terms of repayment of this debt would need to be defined. 8. Ownership of Stockyards property 9. Ownership of Milwaukee Railroad Right of Way (in which the Spokane Valley Interceptor is located) 10. Ownership of 0 & M Building on Empire Way; & replacement facilities for north side system 11. How to address Spokane Valley wastewater service areas outside of City of Spokane Valle y —It does not make sense for the City to assume only the_sewered__ parcels in the City Limits, and leave the other sewerage service area in the valley for the County to maintain. 12. Provision of service to areas in North Spokane, Hangman Hills, etc. Spokane Valley Assumption Issues 13. Allocation of SRF Loan for V► WTT -1t is assumed that if the City assumes the sewerage system in the Valley, then the responsibility for implementing the new regional wastewater treatment plant would also be assumed. The loan would need to be transferred. 14. Asset Value for wastewater facilities to be transferred to City of Spokane Valley —The value of the sewerage facilities to be assumed needs to be determined to see if compensation to the County would be appropriate. 15. Interlocal Agreement (1993) with Liberty Lake Water and Sewer District for Interim Capacity —lt would need to be determined who maintains responsibility for the terms and conditions in the Agreement with Liberty Lake Water and Sewer District. 16. 99979 Other miscellaneous items Spokane Valley Assumption Issues CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 7, 2004 City Manager Sign -off: Item: Check all that apply: ❑ consent Q old business ❑ new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE: Motion Consideration Placing Fire District Annexation on the November 2, 2004 Ballot GOVERNING LEGISLATION: RCW 52.04 provides for the establishment of fire services within newly incorporated cities. PREVIOUS COUNCIL ACTION TAKEN: On June 22, 2004, the Spokane Valley City Council approved a motion which placed on the September 14, 2004 ballot a proposition to the qualified voters of Spokane Valley for approval or rejection of annexation to Spokane County Fire District One and Spokane County Fire District Eight. BACKGROUND: The City of Spokane Valley is temporarily annexed to Fire Districts One and Eight. That temporary annexation expires as of January 1, 2005. Council forwarded to the Board of County Commissioners a request to place annexation to the two districts on the ballot. They approved it for the September 14 election. In the event that one or both measures fail, the next available election is November 2. The deadline for the County Auditor's office to receive a ballot is 45 days in advance of the election, or September 17. However, the Board of County Commissioners needs time to approve the measure before sending it to the Auditor's office. Their last available meeting before the deadline is September 14. Staff requests a motion from Council, requesting the submittal of the measures to the November ballot. This request would be sent to the County, who could withdraw their authorization once the results of the September 14 ballot are known. OPTIONS: N/A RECOMMENDED ACTION OR MOTION: Move to submit a letter to the Board of County Commissioners requesting that the issue of Spokane Valley's annexation to Fire District 1 and /or Fire District 8 be placed on the November 2, 2004 ballot in the event that one or both of the measures are not approved on September 14. BUDGET /FINANCIAL IMPACTS: The City shares in the cost of the election whenever it has a ballot measure. That cost varies, depending upon the total number of measures on the ballot. STAFF CONTACT: Nina Regor, Deputy City Manager Meeting Date: September 7, 2004 City Manager Sign -off: Item: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing X❑ information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE : Parks and Recreation Master Plan Update GOVERNING LEGISLATION: PREVIOUS COUNCIL ACTION TAKEN: CITY OF SPOKANE VALLEY Request for Council Action BACKGROUND: The City has contracted with Moore lacofano and Goltsman (MIG) to assist the City in developing a Parks and Recreation Master Plan. The plan is now in the initial phases of project initiation and data collection. Staff and MIG would like to discuss the plan processes with City Council: We will ask for feedback on some fundamental aspects of the plan development and basically ensure there is good communication on how the plan will proceed. MIG, with assistance from the ORB Organization, will also provide a brief overview of the condition of existing park and recreation facilities (including the aquatic facilities). MIG, along with City Staff, has developed draft questions for the community survey and would like council input. OPTIONS: RECOMMENDED ACTION OR MOTION: Discussion /Feedback BUDGET /FINANCIAL IMPACTS: None STAFF CONTACT: Mike Jackson ATTACHMENTS Draft Questions for community survey. Draft #1 (8 -26-2004) Spokane Valley Draft Questionnaire The City of Spokane Valley is preparing a long -range plan for park and recreation services. We would like your input to help us determine what recreational services and facilities should be provided. Please help us with this project by taking a few minutes to answer the following questions. We would like each member of your household 10 years and older to fill out a separate questionnaire. Please select only one answer per question unless otherwise instructed. If you have questions, please call Mike Jackson at 509 - 921 -1000 or email at miackson @spokanevalley.org. Thank you for participating. Mike Jackson Michael DeVleming Jerry Draggoo Park and Recreation Director Mayor Consultant, MIG Parks /Recreational Areas 1. On average, how often did you visit the following parks within the past twelve months? (Please write in the number of times you visited the facilities in the spaces below) (1) _ (# visits) Balfour Park (2) (# visits) Browns Park (3) (# visits) Castle Park (4) (# visits) Edgecliff Park (5) (# visits) Mirabeau Point Park (6) (# visits) Sullivan Park (7) (# visits) Terrace View Park (8) (# visits) Valley Mission Park (9) (# visits) Centennial Trail (10) (# visits) School Recreation Areas (playfields, playground, gyms, etc) 2. How often did you visit the following facilities within the past twelve months? (Please write in the number of times you visited the facilities in the spaces below) Draft #1 (8 -26 -2664) (1) (# visits) Park Road Pool (2) (# visits) Valley Mission Pool (3) (# visits) Terrace View Pool (4) (# visits) Western Dance Hall (5) (# visits) Splashdown (6) (# visits) Valley Mission Horse Arena Facility / Activity Rating (1 -5) Planning /Development Adequate number of park sites Adequate facilities in the parks Trails Park Maintenance Condition of park grass and plantings Keeping parks clean of paper and trash Maintaining play equipment and picnic areas Removal of graffiti General recreation programs or classes Cleanness of restrooms Quality of picnic shelter guatic Facility Operation Cleanliness of facility Hours of operation Proximity of facilities Availability/quality of lessons Safety of facilities Senior Center Facility / Activity Number of Times in Past 12 months Parks Open space Trails Sports fields; sports programs Swimming pools, aquatic programs Gymnasiums; basketball/volleyball programs Cultural activities General recreation programs or classes Draft #1 (8 -26 -2004) 3. How often in the last 12 months did you leave the City of Spokane Valley to visit other parks or participate in a recreation program? Please list the number of times and the type of activity in the table below. 4. Using a grading scale of 1 -5 with 1 being poor and 5 being excellent, how do you rate the City in the following park and recreation services? Draft #1 (8 -26 -2004) Adequacy of Facilities Draft #1 (8 -26 -2004) 5. What specific improvements, if any, are needed in the Spokane Valley parks you use most frequently? 6. If you seldom use or do not use the parks in Spokane Valley, what are your main reasons? Please select all that apply. Open Space (1) Don't know where the parks are located (2) Don't have facilities I'm interested in (3) Feel unsafe (4) Not conveniently located /easily accessible (5) Facilities are old and uninteresting (6)__. Too crowded (7) Poorly maintained 7. On a scale of 1 -10 with 1 being not important and 10 being very important, how important is it to you for the City to preserve land along the Spokane River for public use? n 2 Not Important Trails/Pathways name of park name of park name of park 5 I specific improvement specific improvement specific improvement 7 8 n Very Important 8. Which type of pathway or trail is most needed in Spokane Valley? 10 Draft #1 (8 -26 -2004) (1) On street bike trails or bike lanes (2) Off - street paved trails for bicycling, walking, in -line skating, etc. (3) Unpaved trails for walking and hiking (4) Unpaved trails for equestrian use (5) Designated off - street trails for mountain biking (6) Do not believe more trails are needed Draft #1 (8 -26 -2004) Major Recreation Facilities 9. Of all your recreation needs and desires, please list your top 3 priorities from the following list of projects. Please prioritize the entire list by writing #1 next to your first choice, #2 next to your second choice, #3 next to your third choice. (1) An indoor swimming pool (2) Another outdoor swimming pool (3) New park development (4) Development of city -wide trail network (5) Acquisition of open space (6) Acquisition of land for future parks (7) Acquisition riverfront property (8) Golf course 10. What are the three most needed recreation facilities or activities in Spokane Valley? 1. 2. 3. 11. How do you feel the City of Spokane Valley should meet future swimming needs? (1)_____ Construct an outdoor swimming pool complex for recreation swimming, lessons, etc. (2)___.. Construct an indoor swimming pool complex for recreation swimming, lessons, etc. (3) Develop a water playgrounds (spray equipment) in the parks (4) Develop a large Olympic -sized swimming pool primarily for competitive swimming (5)._ I do not feel that more swimming facilities are needed Recreation Programs Draft #1 (8 -26 -2004) 12. In general, do you feel additional recreation and sports programs are needed in Spokane Valley? (1) Yes (2) � No 13. If you answered 'yes" to the above question, who do you feel should be responsible for offering these programs and services? (1) The City of Spokane Valley (2) A partnership with other cities (3) A partnership with the School Districts (3) Private sports groups (4) _r Spokane County (5) A commercial, for - profit organization Draft #1 (8 -26 -2004) 14. If you feel the City should be responsible for offering a full service recreation program, what types activities should be offered? Adult organized sports (2) Youth organized sports (3) Recreational and instructional swimming (4) After - school activities for the youth (5) Summer youth activities (6) Outdoor education and nature programs (7) Performing and cultural arts programs (drawing, drama, etc.) (8) Outdoor adventure /extreme sports programs (rafting, hiking, etc.) (9) Education and special interest classes 15. In your opinion, do you feel there are adequate programs for the teen -age youth in the City of Spokane Valley? (1) Yes (2) No 16. If not, what types of teen programs or facilities do you feel are most needed? Organized sports /leagues (2) Drop -in sports activities (3) Special interest classes (arts, music, technology, etc.) (4) Job training /career placement programs Outdoor education programs Dances, social activities, and special events (7)_._ Health education programs (alcohol, drugs, AIDS, etc.) (8) A place for teens to gather or hang out (game room, teen center, on- campus activities) 17. Is there a need for before - school and after - school programs for children and teens in Spokane Valley? (1) Yes (2) No 18. How satisfied are you with the organized sports (soccer, softball, etc.) in Spokane Valley in terms of quality and range of offerings? Draft #1 (8 -26 -2004) (1)___ Very satisfied Somewhat satisfied (3) Neutral (4 }� Somewhat unsatisfied (5) Unsatisfied (6) Don't know 19. In your opinion, are the seniors in Spokane Valley adequately served? Yes No Facility / Activity Number of Times In Past 12 months Dance lessons or events Cards and Games Pool Tables Bingo Exercise Classes (lazzercise, Yoga, Plates) Educational Classes Health Services Driving Classes Social events. Draft #1 (8 -26 -2004) 20. If you attend the Senior Center, how often have you participated in the following activities in the past 12 months? 21. Please name three new activities that might attract you to the senior center? 1. 2. 3. 22. If you do not use the Spokane Valley Senior Center, what are your reasons? (1)_ ___ _ They don't offer activities I am interested in. (2)__ ___ Center is not conveniently located (3)____ Not familiar with the program offered (4) Too busy with other activities (5) Promote programs offered by the other service providers (6) Don't have transportation (7) Do not feel welcome (8) I am not a senior citizen 23. What types of local cultural arts programs are of most interest to you? (Please mark all that apply.) (1) Community arts festivals and special events (2) Visual arts class or instruction (drawing, painting, photography) (3) Performing arts classes (music, drama, dance) Draft #9 (8 -26 -2004) (4) Literary arts programs (5) Cultural activities for children (6) Art in public places, such as murals, sculpture, statues (7) Performances or concerts in the park (8) Cultural arts and programs are not of interest to me Service Percent of Budget Administration Land Acquisition Park and Facility Development Aquatics Park Maintenance Recreation Programs Senior Services Youth Service Total 100% Draft #1 (8 -26 -2004) Operations 24. As the City of Spokane Valley considers future investment decisions, which of the following park services should have the highest priority? Please prioritize the following answers by writing a #1 next to your first priority, a #2 next to your second priority, a #3 next to your third priority, etc. (1) Acquisition of new park sites and open space (land bank properties) (2) Development of new park sites and facilities (assumes acquisition has already occurred). (3) Upgrade of existing park facilities (4) Maintenance of existing park facilities 25. In the table below, please indicate what percentage of the total park and recreation budget should go for the following services? Please remember the total must equal 100%. Funding /Financing 26. Would you support some type of tax measure to pay for additional park and recreation facilities? (1)___ Yes (2)___— Yes, depending upon the amount (3)___.. Yes, depending upon the project (4) No Draft #1 (8 -26 -2004) 27. If you answered "Yes" to the above question, what is the most you would be willing to pay? (1) $25 per year per household (2) _ $50 per year per household (3) W $100 per year per household (4) S200 per year per household Draft #1 (8 -26 -2004) 28. Recognizing that it will likely increase the of cost of new housing, should the City establish Park Impact Fees to pay for the cost of park and facility improvements associated with new developments? (1) Yes (2) No Demographics 29. My age is: (1) 10 -14 (2) 15-17 (3) 18 -24 (4) 25 -34 (5) 35 -44 (6) 45 -54 (7) 55 -64 (8)__ 65+ 30. How long have you lived in Spokane Valley? (1) 3 years or less (2) 4 -6 years (3) 7 -10 years (4) 11+ years 31. What is your gender? (1) Male (2) Female 32. How times have you visited the City's website in the last 12 months? Please fill in the number of times: # of Times Step 1 Step.2' 4 Recreation Activity None 1 -5 Times 6 -10 Times 11- 15 Times 16- 20 Times 21- 30 Times it Archery Arts aintinq/sketchinq) ....-,.......b...... Base a -. ;:, >_..: Basketball "" Bicycling (unpaved) . .,.. Bicycling (for pleasure) Boating (power) =ar' r Camping „ -., _ Computers (use) %` ° <'",'' ' Concerts (attend) `= �''_ Crafts (pottery, ceramics, etc.) • Cultural Events (attend) _ Dancing (ballet, tap, etc.) -'• = =' `° Dancing (social) - Y Dirt Bike/ATV Riding f': Drama (attend) Drama (participate) Exercising/Aerobics - - 1 Fairs /Festivals . • - -i ^_'' Fishing (freshwater) , Football - Gardening —` - Golf (Oa ) Go ( +riving range '' Group Day Trips -' ` ~{ Handball /Racquetball .;. 71 FT'iking /Backpacking Horseback Riding Horseshoes • ., Hunting - Instructional Classes = -_ Jo ginq /Running ,` , . "' lcu o /Karate Museums/Galleries (visiting) ,---,- '' -` Musical Instrument (playing Nature Walks Photography Picnic in r - , - ^= • P aygroun. visit pay Reading for Pleasure River Rafting �..; Rock Climbin g Roller Skating/ln -Line Skating --_-- Rollerblade Hockey Skateboarding Soccer Softball Swimming (indoors) Draft #1 (8 -26 -2004) Please use the instructions below to tell us about your participation in recreation activities. Step 1. When the following activities are in season, how many times in a 30 -day period do you participate? Please fill in the appropriate box. Please answer for each item. Step 2. From all of the recreation activities on this page, pick the 9 activities you would most like to do if the facilities were available. Rank them in order of your preference in the shaded column. For example, write 1 next to your favorite activity, write a 2 next to your second choice, etc. Swimminq (outdoors) able Games (playing) Tennis Tours and Travel Volleyball (sand or grass) Volleyball (indoor) - Talking for Pleasure Watching TV /Videos Weightlifting Wildlife Watching Other Other Draft #1 (8 -26 -2004) CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 7, 2004 City Manager Sign -off: Item: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation AGENDA ITEM TITLE : Managed Competition Update GOVERNING LEGISLATION: N/A PREVIOUS COUNCIL ACTION TAKEN: On May 11 and May 25, 2004 Council discussed the Managed Competition Pilot Program BACKGROUND: One of the Council- identified goals for 2004 is to Experiment with a Managed Competition Program. Council approved Library Services and Park Maintenance as the service areas to include in the pilot program for 2005. Staff have developed and issued Requests for Proposals (RFP) for the two service areas. The purpose of this agenda item is to provide an update on the progress of the pilot program. RECOMMENDED ACTION OR MOTION: No action necessary at this time. BUDGET /FINANCIAL IMPACTS: None at this time. There may be financial impacts within the selected service areas. STAFF CONTACT: Morgan Koudelka, Administrative Analyst ATTACHMENTS 1. Library Services RFP 2. Park Maintenance RFP 3. PowerPoint Presentation Spokane dio• OValley Request for Proposals Library Services Send Proposals to: Morgan Koudelka Administrative Analyst City of Spokane Valley 11707 E. Sprague Avenue, Suite 106 Spokane Valley, WA 99206 Submittal Date: September 7, 2004, by 5:00 pm PDT I. Introduction The City of Spokane Valley ( "City ") is seeking proposals for the delivery of library services. Interested and qualified library service providers who have successfully demonstrated their ability to provide similar services at comparable facilities are invited to submit proposals. Public and private sector proposals are encouraged under the City's goal of competitive neutrality. II. Background The City of Spokane Valley is located in Spokane County in eastern Washington State and was incorporated March 31, 2003. Spokane Valley's estimated population as of April 1, 2004 is 83,950. The residents of Spokane Valley are currently served by the Spokane County Library District though an interlocal agreement. III. Project Description The chosen contractor would enter into a service contract with the City for the provision of library services for the period of two (2) years with three (3) one -year renewal options which may be exercised by the City Manager. The Contract shall commence on January 1, 2005, following approval by the City Council. The chosen library services contractor will provide services that meet the following criteria: • Providing library and information services which meet the needs of the community and Government; • Developing an information rich environment that enhances the quality of life for the community; • Facilitating equitable access to information and library services through well managed resources which enable the community to access information in a variety of ways according to individual preference or need; • Developing a balanced collection of materials that caters to the community's cultural, reference, lifelong learning, and recreation needs; • Providing a library service that changes with and satisfies the community's needs and aspirations; and • Enriching the quality of life for Spokane Valley citizens by being a center for cultural and community activities and resources. The above criteria will be met by utilizing staff, collections, and information sources. 2 IV. Qualifications Interested and qualified Contractors that can demonstrate their ability to successfully provide the required services as outlined in the Scope of Work section immediately following this section are invited to submit a proposal provided they meet the following requirements: 1. Contractor must have a minimum of five (5) years of experience in the provision of library services similar in nature and scope as described in the Scope of Work section immediately following this section. 2. All proposals from private sector providers must be accompanied by a Certified or Cashier's Check made payable to the City of Spokane Valley or a bidder's bond made payable to the City of Spokane Valley and executed by a surety authorized to issue surety bonds in the State of Washington, in the amount of ten percent (10 %) of the annual contract proposal, as a guarantee that Contractor will execute the library services agreement if same is awarded to such Contractor. The guarantee will be applied toward, but shall not be considered a limitation upon any cost or damage which may be sustained by the City if the Contractor fails to so comply. The proposal guarantee will not be accepted unless the amount of the proposal guarantee is written out in full and numerically stated in the Certified or Cashier's Check or Bidder's Bond. V. Scope of Work A. Services to Provide Library services will be provided to the City of Spokane Valley according to the service level specifications detailed in Addendum A. The Contractor will be responsible for the management and administration of all library service functions including the following items within the city limits of Spokane Valley • Accounts Payable • Payroll • Finance and Accounting • Information Technology • Maintenance • Janitorial • Purchasing and procurement • Security 3 B. Facility, Collections, Equipment In addition, the proposal will include costs for the acquisition or lease and use of the following items within the city limits of Spokane Valley C. Assets • Public Workstations — 34; o Public Access Catalogs (catalog and database access) — 15; o AIIData (dedicated automotive database workstation) — 1; o Internet — 13; o Software (office, reference, educational, internet) — 4; o Microform —1; • Adequate number of workstations necessary for staff; • SRSI or comparable automation system; • Collections /holdings with number of holdings by type specified in proposal - 120,000; • Facility - 22,100 square feet or larger; • Sufficient furniture, shelves, and other furnishings necessary for library operations; and • Adequate number of Copier and printers; At the termination of the contract or any extension, all library materials, equipment, and furnishings purchased with funds provided through this contract or received as donations for use by the library in the City become the property of the City. D. Facility Improvements Building alterations and capital improvements shall be submitted to the Deputy City Manager for consideration. E. Data Management Appropriate data management procedures are to be implemented to ensure that all data produced as part of the delivery of library services contained within this agreement are retained or can be reproduced from other sets of retained data. Such data are to be available to the City on request. 4 All files and records produced as part of the delivery of the outputs in this agreement are to be retained by the Respondent. Such files and records are to be available to City on request. At the termination of the contract or any extension, all data, files and records pertaining to the delivery of the contracted services are to be made available to the City for collection and retention. Data collected for the purposes of this contract are not to be used for any purposes apart from those required to meet the requirements of this agreement, and are not to be passed onto any other persons or third parties except as provided for under the Washington State public records law. F. Customer Service It is the intention of parties that quality customer service be rendered to the users of the library facilities and assets. Toward that end, the Contractor will develop and maintain a procedure for user comments regarding service delivery. The Contractor will take prompt and appropriate action in response to any comments, suggestions and complaints received. A complete register of complaints, comments and suggestions, whether written or oral, will be kept and a summary delivered to the City at the end of each month. The summary will include a short description of user commentary, the date received, the response and the date of the library's response. The Contractor will also conduct a citizen satisfaction survey annually and report the results to the City. The customer service system utilized by the Contractor will be itemized in the operations manual submitted herewith G. Hours of Operation The hours of operation shall be as provided in Addendum A. H. Loans The respondent will be required to submit a set of policies in regard to loans and returns of collections materials. 5 I. Registrant Database The term registrant shall mean City of Spokane Valley citizens and non - residents who have completed registration materials allowing access and use of Spokane Valley library services. The Contractor will ensure that the information contained in the Spokane Valley registrant database is correct and up -to -date, including address and zip code information. Registrant data will be verified annually. J. Other Libraries The Contractor shall make an effort to enter into reciprocal agreements with regional library departments and districts. Such efforts will be documented and presented to the City. The City reserved the right of approval regarding any reciprocal agreements for library services. The Contractor will cooperate with other libraries and participate in an interlibrary loan system. K. Outreach The Contractor is to provide an outreach service as specified in Addendum A. L. Reference Service The Contractor agrees to provide library services by appropriately trained professional or para - professional staff at all times the library is open to assist users in making optimum use of the library's resources. The Contractor will maintain subscription(s) to reference databases that are accessible on -site and remotely through the Internet as part of the professional reference system. The Contractor will be required to develop and maintain guides to the collection and on specific topics relevant to the community. Appropriate links to Internet resources should be provided. Guides will be provided in other languages or formats as appropriate. Guidance on the use of the Internet, and querying information will be provided, 6 M. Copies The Contractor will provide facilities for the public to obtain copies of library material and electronic information. N. Website The Contractor will create, operate and maintain a Spokane Valley Library website. The website will provide library information, allow online access to databases and the catalog system, and allow registrants to place holds on items. 0. Community Displays The Contractor shall make space available for appropriate community displays as provided for in the operations manual submitted herewith. P. Performance Measures The Contractor will provide quarterly reports to the City documenting the Contractor's satisfaction of performance measures specified by the city. VI. Proposal Proposals submitted in response to this solicitation will include, but not necessarily be limited to, the following: • A narrative describing your organization; • Descriptions of relevant experience, including examples of similar work and related outcomes; • Identification of the individual in charge of contractual arrangements or managing contracts; • Description of management and supervisory skills; • Description of communication and liaison skills; • Documentation demonstrating financial management capability; • Financial and credit reference data including name and contact telephone number of a bank reference, details of asset backing and method of financing of the legal entity which will be conducting the service, copies of Balance Sheets and Profit and Loss Statements for the last three financial years, certified by an independent auditor; • Documentation of technical capabilities and skills; 7 • A strategy for transiting out of the contract. The strategy will allow for the continuation of services should the contract for services be terminated or the contract period end. Components will include; 1) details of the asset ownership, valuation and hand -back provisions; 2) ownership of intellectual property and /or buy - back/sharing provisions; and 3) details of resources and transition -out structures that may be employed; • Draft Implementation Plan detailing how the Contractor proposes to meet the requirements of the Scope of Work; • Draft Performance Plan addressing timeliness of service delivery, accuracy, and reliability in achieving the standards in the Scope of Work and Project Description; • Details of training and staff development policy and programs; • Operational manual that describes the policies and procedures related to the items listed in the Scope of Work. Should the Contractor be selected, any changes to the operational manual, as it relates to services to Spokane Valley, will be subject to the approval of the city. • Contingency Plan that addresses recovery from interruption of required services during the contract period including details of the methodology, treatment strategies, and response times applicable to the handling of contingencies; • Proposed fees and charges for the scope of work described above; • Documentation of the size of the on -site staff with number of staff per position, with position description, pay scale, and whether the position is a MLS (Master of Library Science) position. • List of at least three references with contact information. • Documentation detailing performance measures to be used to determine the success of this contract. A set of proposed measures are to be included in the contract as the basis for assessing the performance of the Contractor; and • Disclosure of any conflict of interest. VII. Evaluation & Selection Proposals will be evaluated on the basis of both the contractor's experience and expertise on similar projects, the contractor's capacity (personnel and other resources) to provide the service in the most effective and efficient manner, and a variety of cost and service factors. VIII. Submittal Requirements Five (5) bound and one (1) unbound copy of the proposal shall be submitted not later than 5:00 pm September 7, 2004 PDT to Morgan Koudelka, Administrative Analyst, 11707 E. Sprague Ave., Suite 106, Spokane Valley, WA 99206. Each proponent should provide the e-mail address of an authorized contact. Questions should be directed to 8 mkoudelka or you may call 5091688 -0186. Addenda, if any, will be provided by e-mail to all persons requesting updates. The City reserves the right to waive informalities, and to reject any and all proposals. All proposal documents submitted in response to this Request for Proposal will become the property of the City of Spokane Valley which may use such documents and the information contained in the documents and may copy the documents for proposal assessment purposes and as evidence of the proposal lodged. 9 City of Spokane Valley, Washington Current Library Services Fact Sheet 2004 Directions: Contractor must, at a minimum, maintain the same hours, programs, and collections as listed below. The Contractor is not required to maintain the same staffing level although the Contractor must demonstrate how it will meet the service level requirements with the proposed staffing level. Current Library Services Provider: Spokane County Library District Number of Branches: One in city (Spokane Valley citizens can access nine other SCLD branches and six Spokane Public Library branches) Size of Valley Branch: 22,100 square feet Hours of Operation (Open to Public): Outreach: Monday 10 -9 Tuesday 10 -9 Wednesday 10 -9 Thursday 10 -6 Friday 1 -6 Saturday 10 -6 Sunday Closed Addendum A Closed on Spokane Valley public holidays Outreach services bring library services to those in the community who are physically unable to visit the facility. This service will visit retirement homes extended care facilities, child care facilities and group homes for the developmentally disabled and act as a liaison for customers utilizing the Washington Talking Book and Braille Library. Adult Facilities 18 Child Care Facilities 26 Homebound Borrowers 87 Addendum A (continued) Holdings: Programs: Book Book Cassette Cassette CD CD Book CDRom DVD Large Type Magazine MicroForm MuItCD Multimedia Newspaper Packet Pamhlet Paperback Various VHS Video Total 75,067 2,455 325 3,076 523 270 978 3,056 8,338 8 60 491 24 73 232 19,276 6 3,872 118,131 Children Storytime Pre- school 2 /week 30 min Toddler 1 /week 20 min Family 1 /week 30 min Baby 1 /week 15 min Childcares 41 /month 25 min Special programs After School 1 /month 45 min Reading Rovers 1 /month Summer Reading 2 /week 45 min Tours w/ instuction /storytime 3 /month 45 min Presentations (not in library) 2 /week 45 min Teen Summer Reading 1 /month 2 hours Tours with instruction 2 /year 1 hour Teen Read Week 1.5 /month 1 hour Adult Spokane is Reading Tours with instruction Adult Programming Programs to groups (not in library) Frequency Duration 3 /month 1.5 hours 2/year 45 min 15 /year 1.5 hours 19 /month 45 min Months Year Round Year Round Year Round Year Round Year Round Jan - May /Sept -Dec April -Dec June -July Year Round Year Round June -July Year Round Oct -Nov Oct -Nov Year Round Year Round Year Round Addendum A (continued) Spokane Valley Library Staff: Position # Hours/Week FTEs Adult Services/Youth Services Supervisor 2 80 2.00 Branch Supervisor 4 25 0.63 circulation Supervisor 1 40 1.00 Collection Support Clerk 1 40 1.00 Information Specialist 6 104 2.60 Librarian I 5 132 3.30 Librarian Intern 1 40 1.00 Library Clerk I 2 30 0.75 Library Clerk II 13 232 5.80 Library Page 11 161 4.03 Outreach Services Coordinator 1 40 1.00 Outreach Specialist 2 70 1.75 Regional Manager 1 40 1.00 Senior Library Clerk 1 40 1.00 Public Services Clerk 1 0.00086 0.00 Volunteers 6 6.3 0.16 Total 58 1,080 27.02 Addendum 13 City of Spokane Valley Library Services Request for Proposal Amendments to Original Revision 1 on page :I. Change: The City has extended the due date for the proposals to allow sufficient time for contractors to respond. Original: Due September 7, 2004 Revised: Due September 28, 2004 Revision 2 on page 2, section I1I (Project Description) Change: The length of the contract may be extended up to five years to allow for more options in the provision of capital items. Original: The chosen contractor would enter into a service contract with the City for the provision of library services for the period of two (2) years with three (3) one -year renewal options which may be exercised by the City Manager. Revised: The chosen contractor will enter into a service contract with the City for the provision of library services for a period of up to five (5) years as negotiated between the parties. A tertnination clause and renewal options may also be negotiated as part of the contract. Revision 3 on page 3, section TV (Qualifications) Change: The City has eliminated the requirement for a bidder's bond in order to reduce the burden on responding contractors. Original: All proposals from private sector providers must be accompanied by a Certified or Cashier's Check made payable to the City of Spokane Valley or a bidder's bond made payable to the City of Spokane Valley and executed by a surety authorized to issue surety bonds in the State of Washington, in the amount of ten percent (10 %) of the annual contract proposal, as a guarantee that Contractor will execute the library services agreement if same is awarded to such Contractor. The guarantee will be applied toward, but shall not be considered a limitation upon any cost or damage which may be sustained by the City if the Contractor fails to so comply. The proposal guarantee will not be accepted unless the amount of the proposal guarantee is written out in full and numerically stated in the Certified or Cashier's Check or Bidder's Bond. Revised: A hold back or progress payment will be negotiated as part of the contract to ensure that the contractor is capable of providing the agreed upon services. Revision 4 on page 4, section V, subsection B (Scope of Work) Chanee: In the list of facility, collections, and equipment, the items that comprised the public workstations were listed as separate items. The revised list shows the items as a subset of the public workstations. Original: Revised: Original: Revised: Original : • Public Workstations — 34; • Public Access Catalogs (catalog and database access) — 15; • AllData (dedicated automotive database workstation) — 1; • Internet — 13; • Software (office, reference, educational, internet) — 4; • Microform — 1; • Public Workstations — 34; o Public Access Catalogs (catalog and database access) — 15; o AllData (dedicated automotive database workstation) — 1; o Internet — 13; o Software (office, reference, educational, internet) — 4; o Microfom — 1; Revision five on page 4, section V, subsection B (Scope of Work) Change: The additional requirement of having the collections be cataloged and machine - readable has been added and the option of providing alternative cost proposals for smaller collections has been included. • Collections/holdings with number of holdings by type specified in proposal - 120,000; • Cataloged and machine - readable collections/holdings with number of holdings by type specified in proposal — at least 120,000. Alternatives cost proposals with fewer collections may be presented in addition to the cost for the specified minimum. • Revision six on page 8, section Vl (Proposal) Change: The contractor will provide individual cost proposal figures for operational costs and capital costs, with further cost detail provided for the different capital elements categories such as facilities, collections, and equipment. • Proposed fees and charges for the scope of work described above; 2 L_ J • Proposed fees and charges for the scope of work described above with separate cost proposals for the Operation and management of library services as a whole and for the capital costs associated with the facility, collections, and equipment; Revision seven on Addendum A, section Spokane Valley Library Staff Revised: Change: This change corrects the hours specified for the Public Services Clerk. Original: Position # Hours/Week FTEs Adult Services!Youth Services Supervisor 2 80 2.00 Branch Supervisor 4 25 0.63 circulation Supervisor 1 40 1.00 Collection Support Clerk 1 40 1.00 Information Specialist 6 104 2.60 Librarian I 5 132 3.30 Librarian Intern 1 40 1.00 Library Clerk I 2 30 0.75 Library Clerk II 13 232 5.80 Library Page 11 161 4.03 Outreach Services Coordinator 1 40 1.00 Outreach Specialist 2 70 1.75 Regional Manager 1 40 1.00 Senior Library Clerk 1 40 1.00 Public Services Clerk 1 0.00086 0.00 Volunteers 6 6.3 0.16 Total 58 1,080 27.02 Revised: Position # HourslWeek FTEs Adult Services/Youth Services Supervisor 2 80 2.00 Branch Supervisor 4 25 0.63 circulation Supervisor 1 40 1.00 Collection Support Clerk 1 40 1.00 Information Specialist 6 104 2.60 Librarian I 5 132 3.30 Librarian Intern 1 40 1.00 Library Clerk I 2 30 0.75 Library Clerk II 13 232 5.80 Library Page 11 161 4.03 Outreach Services Coordinator 1 40 1.00 Outreach Specialist 2 70 1.75 Regional Manager. 1 40 1.00 Senior Library Clerk 1 40 1.00 Public Services Clerk 1 1.69 0.04 Volunteers 6 6.3 0.16 Total 58 1,082 27.06 Request for Acknowledgement of Receipt The City requests that all responding contractors acknowledge receipt of all addenda and state that they have worked the terms of the addenda into the proposal submission. CITY OF SPOKANE VALLEY REQUEST FOR PROPOSAL FOR. PARK MAINTENANCE Siiaane jUalley Pre - Proposal conference /facility inspection will be held 9:00 AM, Thursday, September 9, 2004 Proposals are due 5:00 PM, Friday, October 1, 2004. Mike Jackson, Parks and Recreation Director, 11707 East Sprague, Suite 106, Spokane Valley, WA 99206 Website: www.spokanevalley.org Email: parksandrec @spokanevalley.org Table of Contents 1.0 OVERVIEW 1 1.1 Objective 1 1.2 General lnformation 2 L3 Selection Process 1.3.1 Step 1 Qualification of Proposals 2 1.3.2 Step 2 Evaluation 3 1.3.3 Minimum Mandatory Requirements 3 1.4 One General Contractor 3 2.0 CONTRACT EXPECTATIONS 3 2.1 Contractor to Provide Materials and Supplies 4 2.2 Contractor Responsible for all Support Facilities 5 2.3 Contract Term 5 2.4 Customer Service 5 2.4.1 Lost and Found 5 2.5 Maintenance Schedule 5 2.6 Service Levels Subject to Change 6 2.7 Exclusions 6 3.0 SCOPE OF WORK. 6 3.1 Developed Park Properties to be Maintained 6 3.2 Medians and Right of Ways 7 3.3 Undeveloped Land 7 3.4 Routine Tasks 7 3.5 Periodic/Seasonal Tasks 7 3.6 Special Events 8 4.0 LIMITED EQUIPMENT AVAILABLE FROM CITY OF SPOKANE VALLEY 8 4.1 City Owned Equipment Not a Factor in Award of Proposal 9 5.0 SUBMITTAL INFORMATION 9 5.1 Proposer Capability 9 5.2 Financial Qualifications 10 5.3 References 10 5.4 Maintenance Team 10 5.5 Equipment and Support Facilities 10 5.6 Vs/ark Plan 10 5.7 Subject To Verification 12 5.8 Submittal Format 12 5.9 Submittal Due Date 12 5.10 Proposer Responsibilities 12 6.0 MANDATORY PRE - PROPOSAL CONFERENCE 12 6.1 Questions 13 6.2 Right to Award 13 6.3 Severability 13 Table of Contents APPENDICES Appendix A Cost Proposal 14 -16 Appendix B Estimated Quantities and Frequencies 17 -29 Appendix C Representative Maintenance Standards 30 -38 City of Spokane Valley Request for Proposal for Park Maintenance 1 Request for Proposal for Park Maintenance City of Spokane Valley, Washington Parks and Recreation Department 11707 E. Sprague, Suite 106 Spokane Valley, WA 99206 PARK MAINTENANCE PROPOSAL SUBMIT THIS ENTIRE DOCUMENT, ALONG WITH YOUR RESPONSES AND ALL ATTACHMENTS IN ENVELOPE #1 MARKED "PARK MAINTENANCE PROPOSAL" 1.0 OVERVIEW: The City of Spokane Valley is requesting Proposals for the complete maintenance of parks, open space, recreation playing fields, medians, right of ways, and other facilities and buildings operated by the Parks and Recreation Department. General expectationsinclude mowing, trimming, edging, raking, sweeping, washing, spraying for pests and weeds, aerating, fertilizing, watering, litter control, graffiti eradication, restroom and facility cleaning. Also includes playground maintenance, repair and installation; minor facility repair such as painting, plumbing, carpentry and masonry and other work as may be determined. Forestry operation includes trimming, removal or spraying in order to maintain healthy trees and shrubbery on park and recreation property. Some locations require basic water sample collection.The above is not all inclusive but is representative of a comprehensive maintenance contract. This work is currently under contract with Spokane County until December 31, 2004. Interested and qualified landscape maintenance contractors who have successfully demonstrated their ability to provide similar services at comparable facilities are invited to submit proposals. The City of Spokane Valley recognizes the complexity of this request for proposal and the difficulty in quantifying all tasks. All questions and comments will be reviewed and changes /addendums will be posted on the City website. Hard copies will be mailed upon request. 1.1 Objective: The objective of this Proposal process is to reduce the current estimated annual cost. The 2004 total estimated cost of work included in this Proposal is $557,850.00 (excluding the CenterPlace site which is currently under construction but is included in this Proposal). In 2004, Spokane County estimated $109,242 of that amount for Materials and Supplies and $35,000 for Un- anticipated repairs and maintenance, such as, vandalism and weather related damage. City of Spokane Valley Request for Proposal for Park Maintenance 2 Therefore, the estimated annual cost of $557,850 includes all materials, supplies, and related expenses (excluding sales taxes) of a 100% park maintenance program for the City of Spokane Valley. The range and quality of services of the successful Proposal are intended to be equal to or greater than existing levels. Proposals priced at more than $565,000.00 plus an additional allowance for CenterPlace grounds maintenance, including all materials, supplies and reimbursable or related expenses, excludin sales tax, will be considered non - responsive. 1.2 General Information: The City of Spokane Valley has a population of 83,950 residents and covers a geographic area of over 35 square miles. The City of Spokane Valley was incorporated in March 2003. The Parks and Recreation Department currently includes eight city parks, one of which was completed in the fall of 2003, a dance hall, a senior center, a horse arena, opei space along the Spokane River and a limited amount of undeveloped park land. A new community center is currently under construction. Future expansion of the park system is anticipated. The City is currently working on a Parks and Recreation Master Plan that will be completed in 2005. 1.3 Selection Process: The selection process will be comprised of the following components: 1. Establish Compliance 2. Evaluate Qualifications and Proposals of the compliant candidates. 3. Open and Tabulate Cost Proposals 4. Interview Finalists 5. Final Selection The City of Spokane Valley will select a firm based on a combination ofobjective and subjective criteria including but not limited toqualifications, experience, work proposal and cost. Proposers are required to submit two sealed envelopes, one which will contain the Park Maintenance Proposal and a second sealed envelope which will contain the Cost Proposal. These are clearly marked at the top of the documents supplied by the City of Spokane Valley. 1.3.1 Step 1. Qualification of Proposals: Park Maintenance Proposals will be reviewed by a committee of 4 (four) ormore staff members of the City including representation from the Parks and Recreation Department, Public Works Department and City Administration Park Maintenance Proposals not meeting the Minimum Mandatory Requirements (Section 1.3.3) or otherwise deemed non- compliant by the committee will be eliminated from further consideration. Cost Proposals will not be opened for submittals deemednon - compliant. City of Spokane Valley Request for Proposal for Park Maintenance 3 1.3.2 Step 2. Evaluation: The selection committee will evaluate the proposals based on written submissions and interviews. Criteria will include all aspects of the proposals. The City of Spokane Valley reserves the right to rank all Proposals, abng with reference checks, inspection of representative work and other information as may be determined and select "finalists" in a manner deemed in the best interest of the City. This includes but is not limited to a combination of experience, qualificatons, quality of submittals, proposed work program, and other components of the Proposal. The City will have sole discretion in judging the most qualified firm and awarding the contract. The City reserves the right to issue addendums to this Request for Proposals at any time. The City reserves the right to accept or reject any and all submittals and to withdraw or revise the selection process at any time. The decision by the City shall be final, and there is no further recourse or appeal. 1.3.3 Minimum Mandatory Requirements: 1. Firms submitting must have a minimum of 3 years of service /experience in the provision of landscape maintenance services similar in nature and scope to those described in this RFP. A previous or current successful contract with a minimum of 100 acres of service area is required. Representative work should include experience or capabilities in all aspects of turf management; irrigation system installation, operation and maintenance; restroom cleaning and maintenance; playground hstallation and maintenance; tennis court, volleyball court and softball field maintenance; litter control; hard surface trail or sidewalk maintenance; natural surface trail maintenance; herbicide and pesticide control; general facilities cleaning and mahtenance; and unimproved areas maintenance 2. Firm must demonstrate knowledge and compliance of federal, state and local laws and regulations including but not limited to pesticide applications licenses and requirements, and all aspects of playground safety and inspection including certification, water protection including Backflow AssemblyTester's Certification, and water testing. 3. Successful firm will be required to obtain a City of Spokane Valley business registration form. 4. Submission of a complete proposal as outlined in this request. 1.4 One General Contractor. The City's intent is to award this maintenance contract to one general contractor. Therefore, an important consideration will be the ability of Proposers to provide or subcontract all of the skills and equipment necessary to complete all tasks. All subcontracted work will remain the sole responsibility of the general contractor and the general contractor will remain the sole contact with owner. 2.0 CONTRACT EXPECTATIONS: The expectation of the City of Spokane Valley Parks and Facilities Maintenance Contract is to provide safe, clean, attractive facilities throughout the entire park and recreation system.Acceptable City of Spokane Valley Request for Proposal for Park Maintenance 4 standards will produce a level of maintenance that meets or exceeds exsting conditions. The contractor will be required to inspect and monitor their own work product. The contractor is expected to guarantee that all maintenance standards as will be agreed upon and set forth in the final contract are met. A representative of the contractor shall communicate or be available for communication on a daily basis on weekdays and be able to be reached on weekends. Expectations include full compliance with all applicable state and local laws and licensing requirements. Where specific standards are not set forth in this proposal, the expectation will becompliance with guidelines set forth by the Professional Grounds Maintenance Society (PGMS)in Operational Guidelines for Grounds Maintenance. When agreed upon by City and Contractor, other industry standards or "best practices" for safe, attractive, well mantained grounds and facilities may be used. Developed (irrigated turf) Park Property shall be maintained to Level 2. Example: Valley Mission Park. Developed (planted & irrigated) Medians and Right of Ways shall be maintained to Level 2. Example Mirabeau Parkway at Mirabeau Meadows Park. Undeveloped Park Properties (not irrigated /natural vegetation) shall be maintained at Level 4. Example: Valley Mission Park South. Informal Landscaping (seeded /non- irrigated, groundcover, etc.) shall be maintained at Level 4. Example: Portions of right of way along Mirabeau Parkway. Natural Areas (excluding trails) to be maintained at Level 6 Except that litter control, hazardous tree removal, repairs due to vandalism shall be on an as needed basis. Example: Natural area at Mirabeau Point and some portions of Valley Mission, Sullivan, and 100% of Myrtle Point. 2.1 Contractor to Provide Materials and Supplies: Unless specifically stated otherwise and agreed in writing, the contractor is expected to provide all materials and supplies required to execute contract obligations. This will include all chemicals, paper products, light bulbs and tubes for interior and exterior lighting, trash bags, deodorizers, oil and fuel, grass seed, sod, fertilizer, tools, irrigation parts, playground equipment parts, plumbing and electrical supplies for routine repairs, office supplies, and all related items for all aspects of the operation. This includes all preventative maintenance, repairs, emergency repairs, vandalism, storm damage and other acts of nature, or other planned or unplanned operations requiring materials, supplies, or other expenditures. City of Spokane Valley Request for Proposal for Park Maintenance 2.2 Contractor Responsible for all Support Facilities: The City of Spokane Valley will not provide equipment storage, work space or office space as part of this contract. The contractor will be responsible for providing all support facilities at their own location. 2.3 Contract Term: This work will be awarded by contract. If contract negotiations cannot be concluded with the successful firm within 30 days of notice of award, the City may exercise the option to pursuenegotiations with a different Proposer. The contract term shall be for a period of one (1) yearwith four (4) one -year renewal options which may be exercised by the Parks and Recreation Director. Either party may terminate the contract with a minimum of 30 days notice directly preceding the end of any contract term.The contract shall commence on or about January 1, 2005. Renewals shall coincide with the calendar year. The contract manager for the City of Spokane Valley shall be the Parks and Recreation Director or his designee. 2.4 Customer Service: There is a high degree of customer service involved in this contract. Customers include the City of Spokane Valley Parks and Recreation Department, the citizens and officials of the City of Spokane Valley and all visitors to the park facilities. With regard to the Parks and Recreation Department, communication on a daily basis will be required in order to serve the community. The contractor will be expected to perform duties such as cleaning picnic shelters before each use and posting reservations in advance. At various times, the contractor will be requested to move picnic tables or tum off sprinkler systems or perform similar duties to accommodate visitor use.The contractor shall communicate all problems, customer service issues, questions, etc. on a daily basis with Director. Following reservations or special events, the contractor is to inspect the premises and notify the Director of any damage, excessive litter, etc. that may require the Director to contact the user group. 2.4.1 Lost and Found: All lost and found items shall to be noted and locked in an agreed upon location. A record of lost and found items shall be submitted to the Director on a routine basis. No lost and found items are to be removed from public property. The City will be responsible for receiving calls and returning items to the public. Items not claimed will be auctioned or otherwise disposed of in a fair and appropriate manner. In no case will the items be returned to the finder unless warranted by law. 2.5 Maintenance Schedule: Active growing season and park use season shall be considered April 1 — November 15. This may vary depending on weather /use. During active season, parks require a maintenance presence 7 days/week. Mowing, fertilizing, aerating, watering and similar maintenance operations that impact public use of the facilities are generally required to be performed Monday - Friday between the hours of 6:OOAM and 5PM. Contractor is expected to work around public use and be courteous and respectful to park visitors at all times. Restroom cleaning, picnic shelter cleaning, litter patrol is to be performed City of Spokane Valley .Request for Proposal for Park Maintenance 6 Monday- Sunday. Weekend use by the public is extensive and weekend cleaning and other maintenance is a requirement. Park facilities are open and available for public use from 7AM— 10 PM. 2.6 Service Levels Subject to Change: A reasonable attempt has been made to provide an overview of anticipated work in this Request for Proposals. It should be understood by Proposers that the City of Spokane Valley park system is not static. As service levels increase or decrease, it is eepected that ongoing levels of service delivery will be necessary. The contractor's ability and willingness to work in a dynamic system in a unique public /private partnership will be an important consideration. 2.7 Exclusions: • Major renovation or expansion of facilities • New facilities construction • Asphalt sealing, overlay • Sports court overlay or re-surfacing • Installation of new playground equipment • Sidewalk replacement • Replacement of sewer lift pumps 3.0 SCOPE OF WORK: This scope of work is representative and not intended to be all inclusive. All proposals should include complete maintenance of parks. 3.1 Developed Park Properties to be Maintained: (See appendix B for locations and specific details.) Balfour Park Brown's Park Castle Park Edgecliff Park Mirabeau Meadows Park CenterPlace Grounds Park Road Pool (Parking Lot and Landscaping only) Sullivan Park Terrace View Park Western Dance Hall (Grounds maintenance) Valley Mission Park Misc. Hard surface trails Misc. Natural surface trails 3.2 Medians and Right of Ways Mirabeau Parkway (select areas) Discovery Place Mansfield from Mirabeau Parkway to Discovery Place (select areas) 3.3 Undeveloped Land Valley Mission Park South Myrtle Point 3.4 Routine Tasks City of Spokane Valley Request for Proposal for Park Maintenance 7 Mowing /Trimming /Edging turf Cleaning restrooms Cleaning picnic shelters Monitoring grounds and facilities and providing recommendations for preventative maintenance Playground safety inspections. Performed weekly April— November. Monthly December — March. National Park and Recreation Playgound Inspector Certification required. Posting reservations at picnic shelters. Litter pick up Replacing interior and exterior Tight bulbs Moving picnic tables Emptying garbage cans Ball field maintenance and preparation including but not limited to watering, dragging, lining, detailing, proper setting of bases and pitchers mounds, removing any irregularities, maintaining level transtion at turf to soil interfaces and repairing backstops and fences. Sprinkler system(s) operation and maintenance Natural surface and hard surface trail maintenance 3.5 Periodic /Seasonal Tasks Seeding and/or sod new turf areas Fertilizer application Aeration Spray turf for weed control. Pesticide Applicators License required Edging turf Spray for pests. Pesticide Applicators License required. Playground maintenance and inspection (40 hours /week) Sprinkler system installation and repair City of Spokane Valley Request for Proposal for Park Maintenance 8 Sprinkler systems activation (approximately 4/15) Sprinkler systems deactivation (approximately 10/31) Sledding preparations for Valley Mission Park Mowing non -turf (unimproved) areas Restrooms activation (spring) deactivation (fall) Mowing /spraying medians and right of ways Snow removal from roof of Western Dance Hall Snow removal from parking lots Activate drinking fountains (spring) deactivation (fall) Keep all drinking fountains in working order Graffiti removal Painting buildings (interior and exterior) Tennis court, basketball court, volleyball court maintenance and repair General facility maintenance. (Electricd, plumbing, carpentry, masonry). Preparing for special events Tree trimming and removal Sign maintenance Sweeping pine cones and pine needles Preparation for special events Maintain horse arena Maintaining pumps Maintaining water features Monitoring wells and collecting samples for testing Transporting, storing picnic tables and garbage receptacles Replacing light bulbs Maintaining /repairing chain link fencing 3.6 Special Events: The City parks host a number of special events each year. The contractor will be responsible for assisting in these events. This may include special preparation, alteration of routine schedules, moving picnic tables, erecting tents, setting up sound equipment, and other assistance as needed. Special events are not always pre - scheduled and may require action on short notice. 4.0 LIMITED EQUIPMENT AVAILABLE FROM CITY OF SPOKANE VALLEY: The City may have a limited amount of equipment available for lease or other consideration for performance of contract All equipment would be offered on an "as is" basis with no warranty as to condition or suitability for use. 1 - 2 Ton 1974 Ford F -150 1 - 1 Ton 1986 Chevy C-30 4 - 1 / Ton 1988 Chevy S-10 2 -'/ Ton 1'983 Ford Ranger 1 - 1 Ton 1988 Chevy C-30 Machinery: City of Spokane Valley Request for Proposal for Park Maintenance 9 1 - Kawasaki Mule 1992 4X2 1 - Portable Herbicide Sprayer 2 - Haulette /Trailers 1 — 5 Wheel Trailer 1994 3 — Olathe Turf Sweepers 1984 1 — Orsi Flail Mower CR350 1 — Jacobsen Over Seeder 1 — Toro Gang Mower 1991 1 — 72" Riding Mower 1992 1 — 72" Riding Mower 1994 1 — Generator 4 — Weed Trimmers 2 — Backpack Blowers 4.1 City Owned Equipment Not a Factor in Award of Proposal: Use of equipment will not be a factor in awarding this Proposal. Equipment use will be negotiated following award of Proposal. If a mutual agreement cannot be reached, the City will pursue other options to utilize or disburse the equipment. 5.0 SUBMITTAL INFORMATION: All submittals become the property of the City of Spokane Valley. All submittals become a matter of public record with the exception of those parts of each proposal which are defined by the contractor as business or trade secrets, and plainly marked as Trade Secret, Confidential, or Proprietary. Proposers are invited to propose creative work plans that will meet the objectives and standards of the Request for Proposal in the most cost effective manner.At a minimum, Proposal should address each of the following: 5.1 Proposer Capability: A. Cover letter, including overview of the organizationsigned by a representative authorized to make contractual obligations. B. Statement of Understanding of Project. In one page or less, please state your understanding of this Request for Proposal. C. Work experience, include length of service, number of acres, number size and type of facilities maintained, and other pertinent information. D. Personnel: Hiring processes, background checks on employees employee supervision, and overview of employee standards, including dress standards. City of Spokane Valley Request for Proposal for Park Maintenance 10 E. Experience with subcontracting; key subcontractors and their qualifications 5.2 Financial Qualifications: Demonstrate financial capability to implement and fulfill this project. 5.3 References: A. References of current or previous clientele for same or similar work. Please include names and titles of contacts. 5.4 Maintenance Team: A. A list of key positions and key personnel and their experience and qualifications. B. Certifications held by the Proposer and/or employees; examples include Pesticide Applicators License and Playground lnspecion Certification. C. Employee training programs. D. Proposed staffing plan. 5.5 Equipment and Support Facilities A. List of equipment (including model and year) ownedor leased or proposed relevant to this work. Please see information listed for city owned equipment. B. Description of existing or proposed support facilities. 5.6 Work Plan A. Proposed work plan shall address each of the following: o Mowing o Trimming o Edging o Fertilizing o Irrigating o Aerating o Restroom cleaning o Posting and preparation of picnic shelters o Weekend coverage o Risk Management o Litter control o Garbage hauling o Parking lot sweeping o Snow removal City of Spokane Valley Request for Proposal for Park Maintenance 11 o Painting o Electrical o Plumbing o General Carpentry o Weed and pest control o Playground inspection, installation and repair o Sprinkler System maintenance and operation B. Quality control processes for self monitoring of contract; recording and reporting processes. C. Communication /feedback processes with owner, include frequency and method of day to day communication with owner. Communication can be through a variety of methods but must include some level of routine face to face communication. Communication is vital so the City and contractor can respond effectively to citizen requests and /or complaints. The Department of Parks and Recreation also has an obligation to keep the citizens, elected officials, and City administrators informed as to the current state of park operations. D. Experience and methods for addressing citizen complaints E. Preparation and oversight for special events F. Customer service qualifications G. Responding to unforeseen events'emergencies including but not limited to weather related damage and maintenance problems. H. Expertise in dealing with environmental issues. Including chemical and materials handling and application. I. Please review all guarantees that your firm is willing to offer in regard to work quality, adherence to schedule and customer service. J. Statement of ability to meet insurance and bonding requirements. o Worker's Compensation Insurance coverage. o General Liability Insurance coverage in the amount of $1 million per occurrence and $2 million in aggregate and proof of worker compensation insurance in compliance with Washington State Law. o Automobile Liability Coverage o Performance Bond or alternate @ full amount of contract (government agencies excluded) o 100% Labor Payment bond or alternate (government agencies excluded) City of Spokane Valley Request for Proposal for Park Maintenance 12 K. Discuss the challenges, problems, risks, concems that you might foresee if awarded this contract. Discuss preventative measures. L. Dealing with essential work not included in the Scope of Work, both temporary and ongoing. M. Record Keeping N. Cost proposal 5.7 Subject To Verification: All information submitted is subject to verification by the City of Spokane Valley. 5.8 Submittal Format: Five (5) copies of the signed proposal shall be included. All addendums issued by the City for this work shall also be included. Proposals shall be submitted in a sealed envelope addressed to City of Spokane Valley, attn: Mike Jackson, Parks and Recreation Director, 11707 East Sprague, Suite 106, Spokane Valley, WA 99206. All sealed envelopes shall also be clearly marked "Park Maintenance Proposal' or "Cost Proposal ". Envelopes to be provided by the City. 5.9 Submittal Due Date: Proposals are due on or before 5 PM Pacific Daylight Savings Time, Friday, October 1, 2004. Proposals submitted by facsimile or by other telecommunication or electronic meanswill be not being accepted. No exceptions will be made for proposals submitted after the due date /time. Proposals may be withdrawn anytime prior to the end of due date/time. 5.10 Proposer Responsibilities: The successful Proposer shall be responsible for all services and required documents identified in this Request fa Proposals. The Proposer is responsible for making all necessary investigations and examinations of documents, operations, and premises affecting performance of the proposed Park Maintenance Contract. Failure to do so will not act to relieve any conditions or specifications outlined in the RFP. It is mutually agreed that the submission of a proposal shall be considered conclusive evidence that the Proposer has made such investigations and examinations. 6.0 MANDATORY PRE - PROPOSAL CONFERENCE: All prospective Proposers must attend a mandatory pre - proposal conference. The conference will be held at 9:00 AM, Thursday, September 9, 2004 in the City Council Chambers, Spokane Valley City Hall, 11707 East Sprague, Spokane Valley, WA 99206. The conference will indude on -site inspection of facilities. All prospective Proposers are strongly encouraged to become familiar wits each site prior to the pre - proposal conference to develop any questions other requests for information as may be needed b provide an accurate submittal. City of Spokane Valley Request for Proposal for Park Maintenance 13 6.1 Questions: The City of Spokane Valley acknowledges that this Request for Proposal is comprehensive. Questions regarding the Request for Proposal will be accepted verbally or in writing. Questions will be noted and the answers will be distributed to all Proposers in possession of the Request for Proposal. Parties downloading the Proposal from the Internet must notify the City in order to receive written answers and addendums.Questions or Requests for Information should be directed to Mike Jackson, Parks and Recreation Director at the contact numbers listed on the cover page of this document. 6.2 Right to Award: The City of Spokane Valley reserves the right to award this work in the manner deemed in the best interest of the City. The Cty shall be the sole judge in determining the successful Proposer. The City reserves the right to accept or reject any and all submittals and to withdrawor revise the Request for Proposal process at any time. The decision by the City shall be final, and there is no further recourse or appeal. 6.3 Severability: If any section, sentence, clause or phrase of this RFP shall be held to be invalid, such invalidity shall not affect the validity of any other section, sentence, clause or phrase of this RFP. City of Spokane Valley Request for Proposal for Park Maintenance 14 APPENDIX A GROUNDS AND FACILITY MAINTENANCE SPOKANE VALLEY COST PROPOSAL SUBMIT THIS ENTIRE DOCUMENT, COMPLETELY FILLED OUT AND SIGNED, IN ENVELOPE #2 MARKED "COST PROPOSAL FOR PARK MAINTENANCE ". The Proposer certifies that they have visited all sites included in this proposal and that they are familiar with environmental factors, existing conditions and the project scope and requirements that will impact this work. All conditions and terms of the Request for Proposal, apply tothis Cost Proposal. The Proposer certifies receipt of all addendums issued for this project including No The Proposer agrees to perform all work as per the specifications and Addendums. The Proposer understands that the City of Spokane Valley intends to enforce the specifications as presented. Any and all changes /clarificationsdeemed necessary by the City of Spokane Valley will be made in writing by the City and signed by both parties. Cost Proposals are for a 12 month maintenance cycle. In submitting a Cost Proposal, Proposer acknowledges they are aware of all requirements outlined in the Request for Proposal. Any exceptions /exclusions must be noted by Proposer in the right hand column next to each park. Exceptions should note work the Proposer feels they cannot reasonably provide or subcontract to provide. Balfour Park $ Note exceptions. Cite paragraph and attach explanation. City of Spokane Valley Request for Proposal for Park Maintenance 15 Browns Park $ Castle Park $ Edgecliff Park $ Mirabeau Park CenterPlace $ Mirabeau Meadows $ Mirabeau Springs $ Myrtle Point $ Park Road Pool (grounds and parking lot only) $ Sullivan Park $ Terrace View Park $ Valley Mission Park $ Valley Mission Horse Arena (maintenance only) $ Discovery Place median and right of way $ Mirabeau Parkway median and right of way $ Mansfield right of way between Discovery Place and Mirabeau Parkway $ SUB TOTAL $ 8.4% WA State Sales Tax (or then current sales tax rate) $ TOTAL $ City of Spokane Valley Request for Proposal for Park Maintenance 16 In witness hereto the undersigned has set his (her) hand this day of 2004 Name of Firm Signature of Proposer Date City of Spokane Valley Request for Proposal for Park Maintenance 17 APPENDIX B ESTIMATED QUANTITIES AND FREQUENCIES Any and all data provided are estimates. All Proposers are responsible for measuring or calculating surface areas. Contract is for maintenance of complete City park system and adjustments will not bepermitted for slight variations in dimensions. In the case of errors or omissions, the City will determine if corrections/addendums are warranted. Special notes: Fire Dept. plows parking lot { UOM (unit of measure) City of Spokane Valley Request for Proposal for Park Maintenance 18 ESTIMATED QUANTITIES AND FREQUENCIES BALFOUR PARK Estimated Park Total 123,509 Sq. Ft. 2.84 EST. ACRES ITEM CATEGORY QUANTITY UOM' I .- N M Mowing - Improved Turf 99,752 S.. Ft. 2.29 Grass Trimming Edging 4 Lawn Fertilization 99,752 S.. Ft. 2.29 5 Aeration 99,752 Sq. Ft. 2.29 6 Grass Drill Seedinp 7 Underground Irrigation Systems 99,752 Sq. Ft. 2.29 Hunter Gear Drive 57 EA Rain Bird Popup 12 EA Backflow Preventors 1 EA � O Leaf & Pine Needle Removal 99,752 30 Ss. Ft. EA 2.29 Trees Requiring Pruning Number of trees 11 Shrubs to be Pruned 12 Hedges to be Pruned 13 Shrubs Bed Weeding Flower Beds 100 14 S.. Ft. 0.002 14 15 Noxious Weed Abatement 16 Emptying Trash Containers 17 Restroom Cleanup & Maintenance 670 Sq. Ft. 0.02 18 Paved Parking 17,424 Sq. Ft. 0.40 19 Volleyball Courts — Sand 3,485 S.. Ft. 0.08 20 Playground Cleanup & Maint. - Fibar Wood Product 2,178 10 S.. Ft. EA 0.05 21 Area Lights 22 Picnic Tables — Permanent 23 Signs 6 EA 24 Drinking Fountain 1 EA 25 Fence - Chain Link 3 Foot 543 L.F. 4 Foot 575 L.F. Total 1118 L.F. Special notes: Fire Dept. plows parking lot { UOM (unit of measure) City of Spokane Valley Request for Proposal for Park Maintenance 18 ESTIMATED QUANTITIES AND FREQUENCIES BALFOUR PARK Estimated Park Total 123,509 Sq. Ft. 2.84 City of Spokane Valley Request for Proposal for Park Maintenance 19 ESTIMATED QUANTITIES AND FREQUENCIES BROWNS PARK 'UOM (unit of measure) Estimated Park Total 349,351 Sq. Ft. 8.02 EST. ACRES ITEM CATEGORY QUANTITY UOM* N M Mowing- Improved Turf 277,477 277,477 S. Ft. Sq. Ft. 6.37 6.37 Grass Trimming Edging Lawn Fertilization id col r- Aeration 277,477 277,477 S . Ft. Sq. Ft. 6.37 6.37 Grass Drill Seeding Underground Irrigation Systems Gear Drive Rain Bird Rotor 155 EA Popup 30 EA Back Flow Preventor 2 EA CO 0 Leaf & Pine Needle Removal 277,477 52 S.. Ft. EA 6.37 Trees Requiring Pruning Number of trees 11 Shrubs to be Pruned 12 Hedges to be Pruned 13 Shrubs Bed Weeding 14 Noxious Weed Abatement 10 EA 15 Emptying Trash Containers 16 Restroom Cleanup & Maintenance 436 Sq. Ft. 0.01 17 Shelter Cleanup & Maintenance 871 1 Sq. Ft. 0.02 14 reservations /yr 18 Paved Parkin • 33,541 S•. Ft. 0.77 19 Right Of Way — Paved 8,276 Sq. Ft. 0.19 19 Volleyball Courts - Sand (4) 14,810 Sq. Ft. 0.34 20 Baseball Fields - Sand Infield 11,326 1 Sq. Ft. 0.26 120 preps /yr 21 Playground Cleanup & Maintenance - Pea Gravel 2613.6 21 S.. Ft. EA 0.06 22 Area Lights 23 Signs 24 BBQ's 2 EA 25 Drinking Fountains 1 EA 26 Fence - Chain Link 4 Foot 1786 L.F. 27 Picnic Tables Permanent 6 EA Portable 6 EA City of Spokane Valley Request for Proposal for Park Maintenance 19 ESTIMATED QUANTITIES AND FREQUENCIES BROWNS PARK 'UOM (unit of measure) Estimated Park Total 349,351 Sq. Ft. 8.02 *UOM (unit of measure) City of Spokane Valley Request for Proposal for Park Maintenance 20 ESTIMATED QUANTITIES AND FREQUENCIES CASTLE PARK Estimated Park Total 118,048 Sq. Ft. 2.71 EST. ACRES ITEM CATEGORY QUANTITY UOM* Mowing - Improved Turf 115,870 S•. Ft. 2.66 Grass Trimming Edging 4 Lawn Fertilization 115,870 Sq. Ft. 2.66 In CO 1• Aeration 115,870 115,870 S.. Ft. Sq. Ft. 2.66 2.66 Grass Drill Seeding Underground Irrigation Systems Gear Drive Rotor 63 EA Back Flow Preventor 1 EA 8 Leaf & Pine Needle Removal 115,870 22 S.. Ft. EA 2.66 9 Trees Requiring Pruning 10 Number of trees 11 Shrubs to be Pruned 12 Hedges to be Pruned 13 Shrubs Bed Weeding 2 EA 14 Noxious Weed Abatement 15 Emptying Trash Containers 16 Gravel Parking 2,178 3 S•. Ft. EA 0.05 17 Area Lights 18 Picnic Tables — Portable 19 Fence - Chain Link 5 Foot 180 L.F. 6 Foot 1050 L.F. 20 Signs 8 EA *UOM (unit of measure) City of Spokane Valley Request for Proposal for Park Maintenance 20 ESTIMATED QUANTITIES AND FREQUENCIES CASTLE PARK Estimated Park Total 118,048 Sq. Ft. 2.71 City of Spokane Valley Request for Proposal for Park Maintenance 21 ESTIMATED QUANTITIES AND FREQUENCIES EDGECLIFF PARK 'UOM (unit of measure) Estimated Park Total 207,346 Sq. Ft. 4.76 EST. ITEM CATEGORY QUANTITY UOM* ACRES .- 1 N l'n Mowing - Improved Turf 158,994 S.. Ft. 3.65 Grass Trimming Edging 4 Lawn Fertilization 158,994 Sq. Ft. 3.65 tl, CO f� Aeration 158,994 158,994 S . Ft. Sq. Ft. 3.65 3.65 Grass Drill Seeding Underground Irrigation Systems Impact 90 EA Gear Drive Rotor 14 EA Popup 3 EA Backflow 1 EA 8 Leaf & Pine Needle Removal 158,994 S.. Ft. 3.65 9 Trees Requiring Pruning 100 EA 10 Number of trees 11 Shrubs to be Pruned 12 Hedges to be Pruned 13 Shrubs Bed Weeding 14 Noxious Weed Abatement 19 EA 15 Emptying Trash Containers 16 Restroom Cleanup & Maintenance 436 Sq. Ft. 0.01 17 Shelter Cleanup & Maintenance 436 Sq. Ft. 0.01 19 reservations /yr 18 Paved Parking 14,810 Sq. Ft. 0.34 19 Gravel Parking 2,178 Sq. Ft. 0.05 20 Baseball Fields - Sand Infield 13,068 Sq. Ft. 0.30 120 preps /yr 21 Tennis /Basketball Courts - Paved 15,246 Sq. Ft. 0.35 22 Playground Cleanup & Maint. - Pea Gravel 2178 2 S.. Ft. EA 0.05 23 Area Lights 24 Drinking Fountain 25 Signs 13 EA 26 Picnic Tables Portable 12 EA Permanent 9 EA 27 BBQ's 3 EA 28 Bleachers 2 EA 29 Fence - Chain Link 6 Foot 1290 L.F. 12 Foot 100 L.F. City of Spokane Valley Request for Proposal for Park Maintenance 21 ESTIMATED QUANTITIES AND FREQUENCIES EDGECLIFF PARK 'UOM (unit of measure) Estimated Park Total 207,346 Sq. Ft. 4.76 ITEM CATEGORY QUANTITY I UOM• ACRES 1 Mowing - Improved Turf CenterPlace 373,000 Sq. Ft. 8.56 Mirabeau Meadows 317,252 Sq. Ft. 7.28 Mirabeau Sprites 13,019 Sq. Ft. 0.30 N M Total 703,271 S•. Ft. 16.14 Grass Trimming Edging 4 Lawn Fertilization 703,271 Sq. Ft. 16.14 n en co i.... Aeration 703,271 373,000 Sq. Ft. Sq. Ft. 16.14 8.56 Grass Drill Seeding Underground Irrigation Systems CenterPlace Mirabeau Meadows 317,252 Sq. Ft. 7.28 Mirabeau Springs 13,019 Sq. Ft. 0.30 Total 703,271 Sq. Ft. 16.14 Hunter Gear Drive 146 EA Rain Bird Gear Drive 100 EA Rain Bird Popups 429 EA Back Flow Preventor 7 EA 8 Informal LandscaEing CenterPlace 60,000 Sq. Ft. 1.38 9 Leaf & Pine Needle Removal 703,271 164 S • . Ft. EA 16.14 10 Trees Requiring Pruning 11 Number of trees 12 Shrubs to be Pruned 398 EA 13 Hedges to be Pruned 14 Shrubs Bed Weeding 15 Plant Beds Mirabeau Meadows 79,884 Sq. Ft. 1.83 Mirabeau Springs 10,403 Sq. Ft. 0.24 Total 90,287 20 S • . Ft. EA 2.07 16 Noxious Weed Abatement 17 Emptying Trash Containers 18 Restroom Cleanup & Maintenance Mirabeau Meadows 1,184 Sq. Ft. 0.03 19 Shelter Cleanup & Maintenance Mirabeau Meadows — 34 reservations /yr 1,500 Sq. Ft. 0.03 Mirabeau Springs - 20 reservations /yr 400 Sq. Ft. 0.01 Total 1,900 Sq. Ft. 0.04 City of Spokane Valley Request for Proposal for Park Maintenance 22 ESTIMATED QUANTITIES AND FREQUENCIES MIRABEAU POINT PARK EST. 20 Events Preparation & Cleanup Valley Fest - Mirabeau Point Park 21 Paved Parking CenterPlace 120,000 Sq. Ft. 2.75 Mirabeau 24,553 Sq. Ft. 0.56 Total 144,553 I Sq. Ft. 3.32 22 Median Discovery Place 13,575 Sq. Ft. 0.31 Mirabeau Parkway 36,595 Sq. Ft. 0.84 Total 50,170 Sq. Ft. 1.15 23 Right of Ways 1 Discovery Place 13,500 Sq. Ft. 0.31 Mansfield 2000 Sq. Ft. 0.05 Mirabeau Parkway 38,700 Sq. Ft. 0.89 Total 54,200 Sq. Ft. 1.24 24 Sidewalks CenterPlace 31,000 Sq. Ft. 0.71 25 Trails - Paved Mirabeau Meadows 39.782 Sq. Ft. 0.91 Mirabeau Springs 26,990 Sq. Ft. 0.62 Total 66,772 S . Ft. 1.53 26 Trails - Unpaved Mirabeau Meadows 970.00 Sq. Ft. 0.02 Mirabeau Springs 37,103.00 Sq. Ft. 0.85 Total 38,073.00 Sq. Ft. 0.87 27 Natural Area Mirabeau Meadows 182,401.00 Sq. Ft. 4.19 Mirabeau S rp ings Total Pond - Mirabeau Smogs 922,504.60 1 104,905.60 r 9,907.00 1932 312 Sq. Ft. Sq. Ft. Sq. Ft. Sq. Ft. Sq. Ft. 21.18 25.37 0.23 0.04 0.01 28 29 Artificial Waterfall - Mirabeau Springs 30 Stage 31 Dock 32 Bridge 1355 Sq. Ft. 0.03 33 Area Lights 9 EA 34 Dock/Bridge Lights 33 EA 35 Picnic Tables Portable 20 EA Permanent 5 EA 36 Benches - Permanent 8 EA 37 Kiosks 2 EA 38 Signs 8 EA 39 Drinking Fountain 2 EA 40 Sewage Lift Station 1 EA 'UOM (unit of measure) City of Spokane Valley Request for Proposal for Park Maintenance 23 Estimated Park Total 2,359,822 Sq. Ft. 54.17 l 1 'UOM (unit of measure) City of Spokane Valley Request for Proposal for Park Maintenance 24 ESTIMATED QUANTITIES AND FREQUENCIES MYRTLE ITEM CATEGORY QUANTITY 1 I Natural Area 1 1,353,409.20 EST. UOM* ACRES Sq. Ft. 31.07 ITEM CATEGORY QUANTITY UOM* ACRES H+H Mowing - Improved Turf 34,412 34,412 S. Ft. Sq. Ft. 0.79 0.79 Grass Trimming Edging Lawn Fertilization 5 Aeration 34,412 Sq. Ft. 0.79 6 Grass Drill Seeding 7 Under•round Irri•ation S stems 34 412 Se. Ft. 0.79 Hunter Gear Driver Rotor 74 EA Rain Bird Popup 60 EA Back Flow 2 EA 8 Leaf & Pine Needle Removal 34,412 20 S . Ft. EA 0.79 9 Trees Requiring Pruning 10 Number of trees 11 Shrubs to be Pruned 3 EA 12 Hedges to be Pruned 13 14 Shrubs Bed Weedin• Noxious Weed Abatement 15 Emptying Trash Containers 16 Paved Parking 39,640 S . Ft. 0.91 17 Area Lights 18 Picnic Tables - Portable 2 EA 19 Drinking Fountain 1 EA 20 Signs 13 EA 21 Wood Bleacher 1 EA City of Spokane Valley Request for Proposal for Park Maintenance 25 ESTIMATED QUANTITIES AND FREQUENCIES PARK ROAD POOL *UOM (unit of measure) Estimated Park Total 74,052 Sq. Ft. EST. 1.70 ITEM CATEGORY QUANTITY UOM" ACRES 00 Mowing - Improved Turf 116,741 116,741 S . Ft. Sq. Ft. 2.68 2.68 Grass Trimming Edging 4 Lawn Fertilization [. to t� Aeration 116,741 S e . Ft. 2.68 Grass Drill Seeding Underground Irrigation Systems Gear Driver Rotor 26 EA Popup 6 EA Impact 66 EA Back Flow 4 EA 8 Surface Watered Lawn 116,741 Sq. Ft. 2.68 9 Unimproved Ground 53,143 Sq. Ft. 1.22 , 10 Leaf & Pine Needle Removal 116,741 42 S•. Ft. EA 2.68 11 Trees Requiring Pruning 12 Number of trees 13 Shrubs to be Pruned 14 Hedges to be Pruned 15 Shrubs Bed Weeding 16 Noxious Weed Abatement 17 Emptying Trash Containers 14 EA 18 Shelter Cleanup & Maintenance 871 Sq. Ft. 0.02 22 reservations /yr 19 Events Preparation & Cleanup 78,844 Sq. Ft. 1.81 Salmon BBQ 20 Paved Parking 21 Natural Area 435,251 250 S•. Ft. Sq. Ft. 4.25 0.01 22 Area Lights 23 Play Equipment - Sand 24 Restroom 272 Sq. Ft. 0.01 25 Picnic Tables - Portable 10 EA 26 Fence - Chain Link 4 Foot 1102 L.F. 27 Drinking Fountain 3 EA 28 Signs 10 EA 29 BBQ's 1 EA 30 Well Test 1 Weekly 'UOM (unit of measure) City of Spokane Valley Request for Proposal for Park Maintenance 26 ESTIMATED QUANTITIES AND FREQUENCIES SULLIVAN Estimated Park Total 435,251 Sq. Ft. EST. 9.99 ITEM CATEGORY QUANTITY UOM* ACRES HH+ Mowing - Improved Turf 322,344 322,344 S . Ft. Sq. Ft. 7.40 7.40 Grass Trimming Edging Lawn Fertilization Aeration 322,344 322,344 S . Ft. Sq. Ft. 7.40 7.40 Grass Drill Seeding Underground Irrigation Systems Gear Driver Rotor 20 EA Popup 24 EA Impact 156 EA Back Flow 1 EA 8 Leaf & Pine Needle Removal 322,344 210 S.. Ft. EA 7.40 9 Trees Requiring Pruning 10 Number of trees 11 Shrubs to be Pruned 12 Hedges to be Pruned 13 Shrubs Bed Weeding 12 EA 14 Noxious Weed Abatement 15 Emptying Trash Containers 16 Restroom Cleanup & Maintenance 436 Sq. Ft. 0.01 17 Paved Parking 48,787 Sq. Ft. 1.12 18 Volleyball Courts - Sand 4,356 Sq. Ft. 0.10 19 Baseball Fields - Sand Infield 13,068 Sq. Ft. 0.30 120 preps /yr 7,148 S• . Ft. 0.16 20 Playground Cleanup & Maintenance - Pea Gravel 21 Area Lights 22 Picnic Tables Portable 20 EA Permanent 10 EA 23 Signs 21 EA 24 Fence - Chain Link 3 Foot 152 L.F. 4 Foot 923 L.F. 6 Foot 192 L.F. 7 Foot 2 L.F. 25 Bleacher _ 1 EA 26 BBQ's 4 EA 27 Drinking Fountain 4 EA 28 Horse Shoe Pit 1 EA 29 Basketball Hoop 1 EA 'UOM (unit of measure) City of Spokane Valley Request. for Proposal for Park Maintenance 27 ESTIMATED QUANTITIES AND FREQUENCIES TERRACE VIEW PARK Estimated Park Total 388,991 Sq. Ft. 8.93 ITEM CATEGORY QUANTITY UOM* ACRES Mowing - Improved Turf 687,377 S•. Ft. 15.78 Grass Trimming Edging 4 Lawn Fertilization 687,377 Sq. Ft. 15.78 LO CO 1• Aeration 687,377 687,377 35 S.. Ft. Sq. Ft. EA 15.78 15.78 Grass Drill Seeding Underground Irrigation Systems Gear Driver Rotor Popup 26 EA Impact 138 EA Back Flow Preventor 3 EA 8 Drip Irrigation 900 Ft. 9 Unimproved Ground 209,959 Sq. Ft. 4.82 10 Leaf & Pine Needle Removal 687,377 27 S.. Ft. EA 15.78 11 Trees Requiring Pruning 12 Number of trees 13 Shrubs to be Pruned 14 Hedges to be Pruned 15 Shrubs Bed Weeding 16 Noxious Weed Abatement 17 Emptying Trash Containers 18 Restroom Cleanup & Maintenance 871 Sq. Ft. 0.02 19 Shelter Cleanup & Maintenance 490 Sq. Ft. 0.01 39 reservations /yr 20 Paved Parking 237,402 Sq. Ft. 5.45 21 Baseball Fields - Sand Infield 10,454 Sq. Ft. 0.24 120 preps /yr 22 Tennis Courts - Paved 14,375 Sq. Ft. 0.33 23 Playground Cleanup & Maint. - Sand 8276.4 S•. Ft. 0.19 24 Area Liphts 25 Valley Mission Park Horse Arena Sand Arena 43,996 Sq. Ft. 1.01 Restroom 261 S•. Ft. 0.01 Stables 17,500 Sq. Ft. 0.40 A FrameJud•es Bld•. 520 S.. Ft. 0.01 26 Picnic Table Portable 22 EA Permanent 10 EA 27 Fence - 2 -Rail Wood 1,375 L.F. 28 Fence - Chain Link 4 Foot 874 L.F. 6 Foot 1,455 L.F. 29 Bleacher 1 EA City of Spokane Valley Request for Proposal for Park Maintenance 28 ESTIMATED QUANTITIES AND FREQUENCIES VALLEY MISSION PARK EST. 30 Player Benches 2 EA 31 Drinking Fountain 3 EA 32 gns Estimated Park Total 40 1,002,751 EA Sq. Ft. 23.02 Special Notes: Winter Play Area *UOM unit of measure) City of Spokane Valley Request for Proposal for Park Maintenance 29 City of Spokane Valley Request for Proposal for Park Maintenance 30 APPENDIX C REPRESENTATIVE MAINTENANCE STANDARDS NOTE: Final contract will contain additional standards as required to address all work elements. Representative standards are presented here to communicate the level of desired maintenance to prospective Proposers. A similar level of care will be required for all aspects of park operations. Mowing: Improved Turf (irrigated) Mowing shall be at a height of 25 — 3 inches. Turf shall not exceed 4.5 inches between mowings. Blades must be sharp and mower equipment maintained to prevent damage to turf. Mulching equipment shall be used. The expected mowing season is from April 1 — November 15 of each year. The height of grass shall not exceed the maximum at any time during the year. The approximate number of mowings is twenty six (26)— thirty -five (35). Grass clippings shall be blown from sidewalks and other decks and walkways the same day that mowing occurs. Lister and other foreign objects shall be picked up prior to mowing. Mowing of each park shall be completed on the same day that mowing begins. Mowing schedules will be included in the contractor's annual work plan. Parks and Recreation Director must approvechanges. All variations must be communicated to Director. Unimproved Turf (un- irrigated) Mowing shall be at a height of 2.5-4 inches. Mowing height shall not exceed 10 inches between mowings. Natural areas shall not be mowed except upon request. Grass Clippings: Clippings shall be mulched and left evenly disbursed on the turf, except turf that is allowed to exceed the maximum 4.5 inches between mowings shall be mowed and bagged or swept by the contractor to remove windrows or other heavy accumulations. Measurements shall be taken in park areas that are representative of average conditions. Drainage areas, etc. that receive above normal irrigation may exceed 4.5 inches if the representative target areas are within standards. The Director and the contractor will work together to identify and agree upon these areas. Mowing Damage: Mowing shall not take place under wet conditions which may cause turf damage. Areas that receive excessive runoff from irrigation may be permitted minor damage but only upon written approval of the Parks Director. Mower decks shall be properly adjusted and operated to prevent scalping of turf. Turf at base of trees shall be chemical trimmed or string trimmed to prevent all contact with mowers. Areas around concrete or metal fixtures shall be trimmed to prevent mower damage. In all cases, wear and tear or damage to fixtures or City of Spokane Valley Request for Proposal for Park Maintenance 31 vegetation by mowers is not acceptable. Picnic tables shall be moved in such a way as to prevent damage or soiling of tables. The contractor shall be responsible for all costs associated with damage caused by mowing. Fertilizer: Fertilizer shall be applied three (3) times per year. All fertilizer shall be applied to Improved Turf areas on the basis of soil analysis by a lab selected by contractor and approved by owner. Applications shall be at optimal times and shall be outlined in the contractor's annual work plan. Owner shall review /approve rate and composition of fertilizer as recommended by analysis. New trees shall be fertilized for the first three yeas to ensure tree survival. The first year new trees will be fertilized spring and fall, then once per year for the next two years. Aeration: Aeration shall be performed twice per year, once in the spring as soon as conditions permit and again in the fallafter August 15. Cores shall remain evenly dispersed on the ground or collected as per contractor choice. Depth and frequency of coring shall be two (2) inches and six (6) inches respectively. Allowance will be made for dry or rocky conditions but must becommunicated to Director. Restroom Cleaning: All restrooms shall be cleaned completely once per day seven days per week. Restrooms are to receive inspection and spot cleaning whenever contractor personnel are in the vicinity for related or unrelated wok. Additional times may be required based on usage and contractor will be responsible to maintain standards. Maximum season is April 1— November 1. Director and contractor will reach an agreement based on use and weather conditions. Contractor is responsble for winterization and re- activation. Contractor responsible for freeze damage except when facilities are open due to agreement with Director wherein the City shall compensate for damages. Representative standards include but are not limited to: • Empty trash and sanitary napkin holders, replace liners as needed. • Replace all paper products to ensure sufficient supply until following day. • All light fixtures shall be working properly and inspected daily; lamps replaced as needed. • Remove all graffiti using graffiti removal materials, scrubbing, or painting over surfaces that currently are already painted. Non painted surfaces are not to be painted over without permission from Director. • Toilet bowls and urinals cleaned and disinfected daily with approved cleaner. Hard water stains, rust, or other discoloration or soiling is to be removed. Sinks scrubbed clean and disinfected daily with approved cleaner. • Disinfect fixtures, sinks, around floor drains, trash containers, walls and doors, including all handles. City of Spokane Valley Request for Proposal for Park Maintenance 32 • All porcelain and metal surfaces wiped clean and disinfected with approved cleaner. Walls and ceiling wiped clean where required. This includes cobwebs, dust, etc. from ledges, cracks, crevices, comers, etc. • Sweep, mop or hose down floors. Squeegee as needed to prevent puddling. • Restrooms to smell clean and disinfected. All fixtures working properly and fixed immediately upon discovery of problems unless otherwise arranged with Parks and Recreation Director. • Restrooms to be deodorized at all times through automatic spray, solid deodorizer or other method proposed by contractor and acceptable to Director. • All storage facilities to be kept neat, clean, orderly and free of offensive odors at all times. • All leaking fixtures, clogged drains, or other inoperable plumbing fixtures are to be repaired immediately or as soon as parts are available. Director is to be notified of remedies or closures. • Septic tanks are to be pumped as needed to maintain properly functioning system. There are 3 septic tanks located in Valley Mission Park. Snow Removal: Snow removal shall commence at 1" or more accumulation on level surfaces. Exception: the parking lot at Valley Mission Senior Center must accommodate senior citizens utilizing the facility. Snow shall be removedwithin 8 hours following the measurable accumulation of 1 ". Scheduling must accommodate usage demand. Schedule to be worked out with Director. All areas are to be sanded with salted sand at all entrances and exits. All parking lots shall be sanded as icy conditions dictate. Snow may be plowed to the perimeter of the property. In the event that accumulations interfere with parking or other use or damage fences or encroach on neighboring properties, snow may be required to be hauled from the site. In the event that accumulation levels and weather forecasts indicate that natural melting of snow is reasonably predictable, contractor may request approval from Director of Parks and Recreation to forego removal. Ice Melt: Contractor is required to spread a commercial ice melt product which is deemed safe to turf, plants, and physical structures on walkways, parking lots, entrances to facilities and other areas, as may be designated, to maintain free of ice during hours which that facility may reasonably be in use by staff or the public. Weed and Pest Spraying: All chemical spraying shall be in compliance with the state and federal pesticide applicators requirements and guidelines including licensing. Where applicable, sprayed areas are to be posted. Spraying stall not occur during windy, rainy or other climatic conditions known to reduce the effectiveness or safety of the product being applied. Turf areas shall be treated to remove broadleaf and grassy weeds. Noxious weeds shall be sprayed or removed from all locations. Weeds in cracks in sidewalks, trails and other hard City of Spokane Valley Request for Proposal for Park Maintenance 33 scape areas shall be sprayed. Weeds may also be pulled. Spraying on turf, around buildings and on trees and shrubs will occur as necessary to maintain healthy, green, attractive turf and other plants and trees. Softball Preparations: Softball fields shall be maintained for safety and appearance according to best practices. Sprinkler heads, valve boxes or other structures shall be properly installed and maintained at or below the surface as per manufacturer's recommendations or requirements. Softball fields will be inspected daily in order to maintain safety for players and spectators. Safety issues are to be resolved on the day of discovery. If issues cannot be remedied, the Parks and Recreation Director is to be contacted to determine if other action is required. Bases and pitching rubbers shall be properly installed and maintained as per manufacturer's requirements. Daily field preparation includes sprinkling, dragging, raking, leveling, chalWng (baselines, batter's boxes and ondeck circles) and other preparations. Transition between dirt infield and grass shall be maintained level plus or minus 1 ". As required, the grass shall be cut away with a sod cutter, dirt removed or added and turf replaced in order to restore a level transition. Excessive speed in dragging the infield may require additional maintenance of the transition area and shall be the responsibility of the contractor. Foul lines shall be mowed and painted to provide clear demarcation of foul lines. Foul lines shall be visible at all times from home plate and painted approximately once per week during season. Infield material shall be hauled in and placed as necessary to provide a level playing field. The mix shall be 1/3 clay, 1/3 sand, and 1/3 topsoil. Premixed products may be acceptable upon approval by the Parks and Recreation Director. Bleachers must be maintained in full repair at all time for safety purposes. All fence and backstops must be maintained free of hazads such as tumed up edges, holes, exposed barbs, etc. Picnic Shelter Cleaning: Maintain electrical in working order. Ensure that all lights and receptacles are operating. Shelters are to be cleaned daily and or prior and after to each scheduled use, whichever is greater. Sinks are cleaned daily. BBQ's are to be cleaned once per week or as conditions warrant. Tables are to be wiped or sprayed clean with soap and water as needed to remove all foreign material. Floors shall be swept and hosed off. Care shal be taken to prevent water damage to all structures and equipment. Sprinkler Systems: Contractor is responsible for all operation, maintenance and repair of all irrigation /sprinkler systems. Expected months of operation is April 1– November 1. Director and contractor will reach an agreement based on use and weather conditions. This includes activation in the spring and deactivation in the fall. Winterizing is the responsibility of the contractor. All freeze damage is the responsibility of the contractor. City of Spokane Valley Request for Proposal for Park Maintenance 34 Sprinkler systems shall be maintained according to legal requirements including but not limited to proper annual inspection of backflow preventors. Water shall be adequate to maintain green healthy turf but excessive water is not permitted. Contractor is to use a variety of means to adjust water including altering of timers, changing heads or nozzles, adding heads, subtracting heads, adding water lines or additional zones. Water spraying on concrete, pavement and unimproved areas shall be minimized. All irrigation breaks discovered shall be repaired the same day as discovered unless otherwise approved the Director. Water will be tumed off if breaks result in obvious waste of water. Event scheduling may require adjustments to watering times to accommodde park usage. Contractor will respond to notification of dry spots by applying water within 8 hours or notifying Director of alternative remedy. Litter Control: Level 2 parks includes all Level 2 grounds such as walkways, parking lots, play equipment shrub beds, turf, comers of entryways and other areas where litter might accumulate. Level 2 parks are to be policed and litter pickup is required: o on a daily basis during summer season Memorial Day– Labor Day o twice per week in fall season from Labor Day – November 1. o once per week during winter season November 1- March 31 o twice per week in Spring season April 1- May 31 o Special events, reservations or any other use will require additional litter control. o Exceptions: Valley Mission Park is heavily utilzed in the winter months and will require daily litter patrol in winter and spring season if snow is present. Winter maintenance is estimated at 60 visits /year. Litter includes cigarette butts, paper, cardboard, rocks (on turf, sidewalks and other areas where they don't belong) any plastic, rubber or metal foreign objects; Includes: wood, tree branches, cloth, etc. Litter pickup shall be completed by the end of each service day. Large or otherwise visible accumulations, such as, multiple items of litter in the same location, two or more beverage cans in one location, dumped mattress or appliance, large accumulation of trash or debris, etc. shall be removed by 10:00 AM each day or within 1 hour of being reported to or noticed by contractor. There is a g✓neral expectation that litter will always be picked up incidental to other work. City of Spokane Valley Request for Proposal for Park Maintenance 35 o Level 4 areas and others are to be policed a minimum of once per week except that large or noticeable deposits shall be cleaned on same basis as Level 2. Trash Containers: Trash containers as noted in the Estimated Quantities and Frequencies section of this RFP are available for use by the contractor and are considered adequate. Additional containers may be provided by contractor. Where decorative containers are desired by owner, owner shall purchase those containers. Containers shall be dumped when 3/4 full or at any time that offensive odors or pests are present or if the container has not been dumped for 4 days. All containers are to be lined with a plastic liner. Velicle access to cans may be limited in some locations. Dumpsters in lieu of individual cans are a possible alternative. All costs associated with garbage collection, transport and disposal, are provided by contractor. Playground Inspection: Must be inspected by Certified Playground Inspector by then current standards and guidelines. All inspections are to be recorded and will be part of the reporting process to the Director. The intent of the City is full compliance with playground safety requirements as sat forth by the National Recreation and Park Association certification requirements. Repairs must be implemented immediately where possible. When parts are required, such parts are to be ordered within 24 hours of noted deficiency in playground structure. Remedial measures such as restricting use or otherwise preventing use of equipment shall be implemented and Director notified. All encroachment zones shall be maintained in a safe, clean condition and at the proper depth. All structures must be repaired according to manufacturer. Parts must be purchased from manufacturer or authorized distributor. Fabrication of parts by contractor is strictly forbidden. Safety is paramount in playground maintenance. Contractor is responsible for all parts, materials andsupplies to maintain equipment and encroachment zones in full operational condition. Contractor shall be required to furnish parts so long as such parts are available through an authorized dealer servicing the brand and style of equipment in need of repair. Evidence that parts are no longer commercially available will be communicated to the Director and closure or replacement will be contemplated. For any partial closures, the contractor shall be responsible for supplying all parts and materials. The City will incur all costs for replacement of existing structures provided that structure has been properly inspected and maintained by the contractor. Playground Installation: Playground equipment is to be installed in full compliance with all applicable manufacturers' guidelines and specifications. As there is no way to project the extent of playground installation, this work shall be City of Spokane Valley Request for Proposal for Park Maintenance 36 considered "extra work" to be submitted by the contractor in the form of a work order. Tree and Shrub Planting and Maintenance: Tree and shrub maintenance is on an "as needed basis ". Trees and shrubs that are encroaching on sidewalks or roadways, or diseased, dead /dying shall be trimmed or removed as appropriate. Director shall be notified of intent to remove any trees or sFrubs prior to starting work. All potentially dangerous conditions regarding trees shall be correctly immediately or reported to the Director. Newly planted trees (first three years after planting) must be watered (by hand if necessary) trimmed, mulched, saked, according to generally accepted standards to ensure survival. Organic /Inorganic Groundcover (wood chips /gravel) Maintenance: Groundcover shall be maintained to preserve the intended coverage and use. Soil and or weed barrier shall have 100% coverage either by raking or adding additional ground cover. Ground cover deficiencies shall be corrected no less than 3 times /year. Turf Sweeping: Turf shall be swept for windrowing any time the grass height has exceeded the maximum of 4.5 inches and accumulatbns form a layer that completely obscures the turf in any 6 "X6" area. In the spring of each year (March 15- ApriI1), all turf will be swept, vacuumed, raked or otherwise cleaned of all pine needles, pine cones, braches, litter and debris. Work must be schecLled to prevent damage to turf due to wet or damp conditions. Hard Surface Sweeping: Unless otherwise noted, hard surfaces are to be swept, vacuumed or blown off as needed to maintain a clean appearance. Parking lots are swept each spring to remove all sand and other debris accumulated over the winter. The expectation is to sweep all parking lots one additional times as scheduled through the summer /fall seasons. However, due to storms, etc. parking lots may require additional sweeping which will be the responsibility of the contractor. Sports Court Maintenance: Tennis and Basketball courts shall be swept, blown or vacuumed in order to maintain a clean playing surface. Inspections shall be daily in conjunction with other maintenance tasks. Courts are to tae cleaned bi- weekly according to schedule developed by contractor. Courts are to be inspected daily for glass, debris or other foreign material which is to be removed immediately. o Tennis nets shall be replaced if damaged over 10% or more of surface. o Basketball nets replaced as needed to maintain safe, attractive appearance. No more than 2 loops shall be missing before nets are replaced. Replacement demand in excess of four times per year may be reported to Director and alternatives sought. City of Spokane Valley Request for Proposal for Park Maintenance 37 o Volleyball nets replaced if damaged over 10% more of surface. Repair is acceptable. Contractor shall keep replacements on hand or otherwise readily available in order to ensure that nets can be replaced without unnecessary delay. Volleyball nets require tightening on a routine basis o Expected replacement on tennis nets is approximately 2 years; volleyball nets every 2 years; basketball nets, 4 times per year. o In the event that such replacement is not reasonably warranted or that additional replacement is recommended by tie Contractor, the Contractor shall contact the Director. Graffiti Removal: Graffiti eradication and control shall include all surfaces fixed or portable within the park properties. Graffiti control methods and chemicals must be approved by Director. Where painting is the desired method, all paint shall be applied in a professional manner. Painted areas shall be of the exact shade as the existing paint. Surrounding areas shall be masked off, protected with drop - cloths or otherwise protected. Surface shal be properly prepared. All paint shall be high quality. Contractor must remedy any work that fails to meet this standard. Graffiti is to removed the date of discovery unless otherwise agreed to by Director. Drinking Fountain Maintenance: Drinking fountains shall be maintained in working order. Fountains shall operated as designed so as not to waste water. Leaking, sticking or broken fountains are to be repaired within 24 hours of discovery. Fountains are to be cleaned and sanitized on a daily basis. Famtains must be winterized in the fall to prevent freezing and activated by April 15 or as weather permits. Contractor is responsible for all repairs including freeze damage or vandalism. Vermin Control: Where mice, skunks, ground squirrels, insects or dher vermin are present in and around facilities, contractor will control them with approved poisons or traps in accordance with all state and local laws and in a manner acceptable for public areas. Horseshoe Pit Maintenance: (Terrace View Park)Horseshoe pits will be maintained with pegs in place at all times, backboards maintained and pits properly filled with suitable material. Pond Maintenance: The pond at Mirabeau Springs shall be maintained to keep the strainer free of debris and functioning propefy. All trash is to removed from pond on a daily basis. In addition to other vandalism, there may be a need to remove soap suds from the pond. If the pump fails, the contractor is responsible for repair up to and including replacement of pump. All electrical /mechanical components are the responsibility of the contractor. City of Spokane Valley Request for Proposal for Park Maintenance 38 Well Water Monitoring: The well at Sullivan Park is to be monitored once per day Monday - Friday. Using a test kit the chlorine level is checked and entered into a log. Adjust chlorine to state mandated levels. Once a month report results to Washington State Department of Health. Fencing: Chain link fence is to be kept in good repair. Top rails shall be in place and secure. Fabric damaged by vandalism or accident is to be repaired. Bottom of fence should be straight. Fence that is bowed or that has sharp edges shall be repaired. Accumulations of pine needles and other debris shall be cleared away,. Parking Lots: Parking bumpers and signage must be maintained by contractor. Contractor required to stripe parking lots every four years beginning with the first year of the contract. Painting: All painted or stained buildings (interior and exterior), fences, bollards, signs, BBQ pits, picnic tables, bleachers, benches, and other fixtures or park amenities are to be painted as required to maintain appearance. Chipping, peeling, chalking, fading, dirty, damaged, moldy, marred by graffiti, cracking or other conditions caused by weathering, vandalism or any other cause are indications that painting is required. Many facilities require painting on an bi- annual basis. Valley Mission Horse Arena: The Valley Mission Horse Arena is maintained to a large degree by the user groups. Daily inspection is required by contractor April 1 — November 1. Restrooms are cleaned daily. Stalls and grounds are inspected for litter, horse manure, straw, hay. When present, all waste is placed in the dumpster. The contractor does not drag or prepare the arena surface. Fences are painted, buildings painted and kept in repay. The buildings are currently in poor repair. Cost of initial renovation of the buildings (other than painting) would not be the Contractor's responsibility. Valley Mission Sledding: October 15 - November 1 or any time snow is imminent the entire south side of the Horse Arena fence is removed and securely stored. Steel plugs are inserted in the steel sleeves are in the ground.. Straw is place along entire south side of corral along restroom and around the 2 light poles in corral. Also, straw is placed around approximately 12 -20 trees. The fence around the pond is protected with straw bales all the way around it. Annual straw requirements are 300 -400 bales of straw. Contractor will inspect the lights (10 -12 fixtures) in the sledding area and ensure they ae functioning properly. Straw bales require daily maintenance Mondayfriday to replace /reset as necessary. All makeshift jumps etc. are removed and bales returned to needed location. In the spring, the contractor will pick up and dispose of all straw bale;. Disposal fees are responsibility of Contractor. Contractor will pull plugs in fence post holes and reinstall fence. f it . - '4 c - 1t r �, City of Spokane Valley: Managed Competition Update Sglemoer 7. 2G44 Library Services Park Maintenance t�lorgan. Kaudelka, Administrative Analyst September 7. 21704 Managed Competition Description: A formal process in which public, private and not -for- profit entities may sLibmit bids to provide services. Purpose: To provide the highest possible level of service to Spokane Valley residents for the best possible price. 14ciwn 14s+iclydF.7 AgmrlslmlMe Moysl 1 Goal of 2004 Pilot Program ❑ Evaluate the effectiveness of a managed competition program, and determine how and to what degree the program should be continued and/or expanded LepmYer 7. 213D4 Morgan 3(1)1,211u Moryal 9 Library Services RFP ❑ RFP issued on August 10, 2004 ❑ Sent to Spokane County Library District and two contractors: • LSSI • Library Associates ❑ Addendum to RFP issued on August 27, 2004 ❑ Proposal. Due date is September 28, 2004 Sep amber 7, 2D04 Mantra Koolau', Ad r 7 nf:Ne Antral 2 Park Maintenance RFP ❑ RFP issued on August 27, 2004 ❑ RFP sent to nine contractors including Spokane County ❑ RFP also published in Spokesman Review, Spokane Valley Herald, and the Seattle Daily Journal ❑ Proposal Due date is October 1, 2004 Semembes T. 2G4 Almon !(GU a W. MnrkitiretMe Anofpl Next Steps ❑ Proposals will be reviewed by staff committee ❑ Recommendations presented to Council on October 26, 2004 ❑ Council selects service providers ❑ Negotiate terms of contracts and select performance measures ❑ Implement contracts by January 1, 2005 SeptaYxr T. 2004 MOroon loueeRW, Mnrnistmliro Ane/Tst 3 Meeting Date: September 7, 2004 CITY OF SPOKANE VALLEY Request for Council Action Item: Check all that apply: ❑ consent ❑ old business ❑C new business ❑ public hearing information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE: Administrative Report: Proposed amendments to Ordinance No. 53 of the Spokane Valley Interim Development Regulations relating to Planned Unit Developments (PUDs) and amending Section 4.15.1 Residential Standards of the Spokane Valley Uniform Development Code. GOVERNING LEGISLATION: RCW 36.70, Spokane Valley Ordinance 03 -53 PREVIOUS COUNCIL ACTION TAKEN: City Council was briefed on interim development regulations requiring review on April 6, 2004. BACKGROUND: The City Council adopted the Spokane County Comprehensive Plan pursuant to Ordinance No. 03 -52, subsequently adopting the Zoning Code of Spokane County as interim development regulations for the new city (Ordinance 03 -53). Chapter 14.704 of these regulations establishes the requirements for Planned Unit Development (PUDs) which are designed to provide flexibility in site design and incentives. Spokane County has acknowledged problems with the provisions of the Chapter and has amended their regulations effective July 13, 2004, as part of the Phase II Development Regulations. The provisions adopted by Spokane Valley (Phase I) have not been effective in accomplishing the stated purposes. Substantive provisions amended by the County which should be considered include Purpose and Intent, Application and Process, Submittal Requirements, requiring that improvements in phased PUDs be complete with individual phases, Lot Standards increasing minimum lot size to 1,600 square feet, and open space. County also deleted roadway standards less stringent than the standards adopted for private roads. • Bonus Density calculations (see attached). • Requiring private streets to meet adopted County Road Standards. (See attached) • Providing that required landscape areas and drainage facilities are not included in the required open space requirements, and that the open space be usable. Additional provisions which should be considered: • Specifying the requirements for financial guarantees for private street maintenance. • Requiring sidewalks on both sides of the street. • Maintaining existing provisions for lighting, but requiring provisions that street lighting is owned and maintained by the property owners association. • Requiring that any private street will not impede the current or future development of a thoroughfare and shall have direct access to a designated collector or arterial. Technical provisions relating to submittal requirements should also be updated. A Determination of Non - Significance was issued on August 19, 2004 with comments due not later than September 14, 2004 and a draft proposal was submitted to CTED and other agencies for their review on August 24, 2004. Lot Standards City Current County Amended 800 square feet 1,600 square feet Road Standards 20 feet one -way, 22 feet two way 3-6 Tots 20 feet 7 -20 Tots 24 feet 21+ lots 28 feet Open Space 200 square feet 10% of development Bonus Density Open Space 0.3 /acre if 10% with slope of 10% or less 0.3 /acre if 50% with slope of 10% or Tess 0.3 /acre if llandscaped open areas, tennis courts, pool or play areas 0.5 if two or more specific improvements, including hard surface trails, improved playfields swimming or wading pools or play areas with structures /equipment 10,000 in size. Environmental 0.15 /acre if "significant" public access to lake river 0.3 /acre if access to lake river 0.1 if to trails 0.11acre if to trails 0.1 if to scenic view 0.1 /acre if to scenic view 1.0 /acre if 40% of existing healthy trees > 10 caliper preserved, where trees number more than 10 /acre Internal Circulation /Parking 0.1 /acre if off - street parking 50 feet or less from the entrance deleted 0.15 /acre if non - residential parking small (10 - 20 spaces/ rg oupj and landscaped 0.2 /acre if non - residential parking small (10-20 s a aces/group and landscaped 0.5 /acre with bike /pedways separate from road 0.15 /acre with bike / pedways separate from road 1.0 /acre for interconnected roadways w/o cul -de -sacs 1.0 /acre for interconnected roadways w/o cul -de -sacs 0.5 /acre for un -gated development allowing public access 0.2 /acre if % parking is covered 0.5 /acre if 'A parking is covered 0.3 /acre if all parking is covered 1.0 /acre if all parking is covered Public Service & Facility Availability 0.15 /acre if public transit within'/ -mile 0.3 /acre if public transit within' /. -mile 0.15 /acre if off-site convenience shopping within'/ -mile 0.2/acre if off -site convenience shopping within Y -mile 0.1 /acre if water and sewer lines are within or adjacent and service district will not be "stressed° deleted 0.15 /acre if primary access is via arterial road deleted 0.1 /acre with a crime prevention plan incorporating locks, lighting, doors, windows and alarms deleted 0.1 /acre if within school "preferred growth" area deleted 0.15 /acre if transit amenities included e.g shelters schedule information, bus passes 0.5 /acre if transit amenities included ie. shelters, benches and park 'n ride spaces . Other City Current County Amended 0.2 /acre with a "design development team" deleted 0.15 /acre with housing mix and 10% single family detached. deleted Housing 0.5 /acre with mix of at least 3 different housing types 1.0 /acre with 20% units set aside for household at Tess than 80% median income Administrative Report Planned Unit Developments Page 2 of 3 Administrative Report Planned Unit Developments Page 3 of 3 OPTIONS: Adopt some or all of the revisions adopted by Spokane County, consider additional provisions, or take no action. RECOMMENDED ACTION OR MOTION: Provide staff with direction. BUDGET /FINANCIAL IMPACTS: None. STAFF CONTACT: Marina Sukup, AICP, Community Development Director ATTACHMENTS: None Proposed Plan nfiedt Ulit Dev to meat: Regigiireimentis Community Development Department September BACKGROUND • Authorized pursuant to RCW 36.70, Spokane Valley Ordinance 03 -53 Spokane Valley adopted Interim Development Regulations pursuant to Ordinance 03 -053 o On April 6 and June 1, 2004, Council was briefed on development issues, including problems associated with PUD developments • Spokane County revised regulations relating to PUDs on July 13. 2004 as part of Phase II Development Regulations Present regulations ineffective in implementing the intent and purpose of the regulation 1 City Current 200 square feet County Updates 800 square feet 20 feet one -way, 22 feet two way Minimum Lot Size County Amended 1,600 square feet Road Standards Open Space 3-6 lots 20 feet 7 - lots 24 f tee City Current 0.3 /acre if 10% with slope of 10% or less 0.3 /acre if llandscaped open areas. tennis courts, pool or play areas Bonus Density Open Space County Amended 0.3 /acre if 50=!-t with slope of 10% or Tess 0.5 if two or more specific: improvements, including hard surface trails, improved Maryrfields'svilrriming ex Environmental City Current County Amended 0.15 /acre if "significant" 0.3 /acre if access to lake public access to lake river river 0.1 if to trails 0.1 /acre if to trails 0.1 if to scenic view 0.1 /acre if to scenic view 1.0/acre if 40% of existing healthy !tom > '10, callpe` City Current 0 1 /acre if off - street parking 50 feet or less from the entrance 0 15 /acre if non - residential parking small (10-20 spaces/group) and landscaped 0 15 /acre wrlh bike/pedways separate from road 1 0 /acre for mterconnected roadways w/o cul-de -sacs 0.2/acre rf 'A parking is Covered 0 31aue if an parking is covered Internal Circulation /Parking aeleted County Amended 02/acre if non-residential parking small (10 -20 spaces/group) and landscaped with bike/pedways separate from road 1.0/acre for interconnected roadways w/o cul -de -sacs I,.cc'Wwrrr'�j put`l;r &C_3:1- d 'h parking is Covered If all parkir'ig is covered 1 Public Service & Facility Availability City Current 0.15/acre If public transit within %-mlis 0.3/acre i/ public transit within Y. -mile 0.15/acre if off -site convenience shopping within' /.•mile 0.1/acre if water and sower lines are within or adjacent and service district witil not be "stressed" 0.15/acre if primary access is via arterial road 0.1 /acre with a cnme prevention plan incorporating locks. IlghUng. doom, windows and alarms 0.1/acre if within school "preferred growth" area _ 0.1.5/acre if transit amenities included 0.9 shelter* schedule information, bus passes County Amended 0.VJacre if off -site convenience shopping within Y. -mile City Current 0.2/acre with a "design development team" 0.15 /acre with housing mix and 10% single family detached. Other deleted deleted Housing County Amended 0.5 /acre with mix of at least 3 diif efent housing types 1 0 /acre wits, 20 units set •' r ourre11n4d at Additional Provisions • Specifying the requirements for financial guarantees for private street maintenance • Requiring sidewalks on both sides of the street • Maintaining existing provisions for lighting, but requiring provisions that street lighting is owned and maintained by the property owners association. • Requiring that any private street will not impede the current or future development of a thoroughfare and shall have direct access to a designated collector or arterial. • Update submittal requirements Recommendation • Provide staff with directions Planning Commission conducts a public hearing CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 7, 2004 City Manager Sign -off: Item: Check all that apply: ❑ consent El old business ❑ new business ❑ public hearing X information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE: Stormwater Program Staffing Discussion GOVERNING LEGISLATION: PREVIOUS COUNCIL ACTION TAKEN: BACKGROUND: In 2003 and 2004 the City contracted with the County to provide assistance with the management of the City's stormwater utility. Recently the County increased their utility rate to facilitate implementation of an updated County stormwater management plan. Existing County staff will be needed for the implementation of their new program. As a result, the County has indicated that it does not intend to renew the contract for 2005 to provide stormwater utility services to the City of Spokane Valley. A stormwater report was presented at the August 24 Council meeting. At that meeting, staff indicated that we would return for further direction on addressing the stormwater staffing issues, including the issue of contracting out the program, vs. hiring City staff to establish and run the program. Any direction Council provides on the topic of stormwater staffing will be incorporated into the proposed 2005 budget. The attached presentation provides an overview and discussion of the stormwater program staffing issues. OPTIONS: Provide contract employees or permanent City employees. RECOMMENDED ACTION OR MOTION: The City Council give direction to staff on its position for providing staffing for the Stormwater Program. BUDGET /FINANCIAL IMPACTS: The City currently receives an estimated $750,000 per year in stormwater fee revenues. STAFF CONTACT: Neil Kersten Stormwater Utility Staffing Discussion ■Stormwater Utility Function eStormwater Utility Rates ■2004 Stormwater Work Plan •Proposed 2005 Stormwater Work Plan .Staffing Issues ■Staffing Options Stormwater Utility Function • Development, maintenance and control of surface and stormwater • Chargeable costs: Planning, designing, acquiring, constructing and maintaining of stormwater control, conveyance and treatment facilities plus related administrative expenses Stormwater Utility Rates • City charges annual assessment to property owners based upon impervious surface, generating about $750,000 per year • Current charge in 2004 is $10 per Equivalent Residential Unit (ERU) • Rates may be modified by resolution 2004 Stormwater Work Plan • Finalize Swale Design Method Study • Revise and finalize proposed stormwater ordinance • Continue involvement with Ecology's UIC revisions • Develop 2005 Stormwater Management Program • Hire consultants to help set up program • Determine staffing model for the program 2 Proposed 2005 Stormwater Work Plan +■ Manage parcel inventory, updates and billing for 79,000 ERU • Continue Development of Regional Standards • Continue involvement with Ecology's UIC revisions • Conduct an inventory condition survey and develop an annual maintenance schedule for the City's 5,600 drywells • Perform stormwater maintenance • Develop six year construction plan 4- Staffing Issues • Contract with County Stormwater Utility expires at end of year. We have been notified that the Contract will not be renewed • County Division of Engineering and Roads does not have available staff to assist • Program has dedicated funding, but needs staffing for implementation and management • Current City staff does not have time available to set up the program and carry out the work plan f Staffing Options • Estimate staffing in 2005 — 2.0 FTE - Engineer 1.0 FTE - Engineering Technician 1.0 FTE ■ Private Sector Contracting estimated at $323,000/yr assuming $90 /hr for Engineer and $65 /hr for Eng. Tech • City Personnel Costs estimated at $151,000 /yr Meeting Date: September 7, 2004 City Manager Sign -off: Item: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing x information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE : Budget Discussion GOVERNING LEGISLATION: PREVIOUS COUNCIL ACTION TAKEN: BACKGROUND: City Manager Mercier will discuss a list of possible budget cuts associated with the 1% revenue growth projections, and other budget matters. OPTIONS: RECOMMENDED ACTION OR MOTION: BUDGET /FINANCIAL IMPACTS: STAFF CONTACT: Dave Mercier ATTACHMENTS: CITY OF SPOKANE VALLEY Request for Council Action DRAFT ADVANCE AGENDA For Planning Discussion Purposes Only as of September 2, 2004 8:00 a.m. Please note this is a work in progress; items are tentative To: Council & Staff From: City Manager Re; Draft Schedule for Upcoming Council Meetings September 14, 2004, Regular Meeting 6:00 p.m. [due date Thursday September 2] 1. PIQBLTC HEARiiNG: Proposed 2005 Budget Revenues — Ken Thompson [10 minutes] 2. CONSENT AGENDA: Minutes, Accounts Payable, Payroll. Facility Use Agreement w /Radio Control Car Club 3. Second Reading: Proposed Ordinance Amending SVMC 3.25, Gambling Tax — Cary Driskell [5 minutes] 4. First Reading Proposed Ordinance Regarding Clear View Triangles — Marina Sukup [10 minutes] 5. First Reading Proposed Vacation Ordinance STV -04 -04 (alley) — Marina Sukup [5 rninutes] 6. Proposed Amended Fee Resolution (fence permit) — Tom Scholtens [5 minutes] 7. Motion Consideration: Setting 2005 Budget Public Hearing Dates of October 12 and 26 — Ken Thompson [5 minutes] 8. Administrative Reports: [no public continent] a. Regional Convention & Visitor's Bureau Update, Tourism Prom. Budget — John Brewer - pending confirmation [10 minutes] b. Preliminary 2005 Budget Report — Dave Mercier [60 minutes] c. Pines/Mansfield Update — Stanley Schwartz [15 minutes] d. Scooters/Motorized Bikes Discussion — Cary Driskell /Josh Leonard [15 minutes] e. Appointments Process: Planning Commission — Mayor DeVleming [10 minutes] f. Report on Indexing of Public Records — Chris Bainbridge [10 minutes] 9. information Only: [no public comment] [estimated meeting time: 160 minutes*] September 21, 2004 Study Session 6:00 p.m. [due date Thursday September 9] Economic Analysis Charrette for Sprague - Appleway Corridor— Marina Sukup (120 minutes) September 28, 2004 Regular Meeting 6:00 p.m. [due date Thursday September 16] 1. CONSENT AGENDA: Minutes, Accounts Payable, Payroll 2. Second Reading Proposed Ordinance Regarding Clear View Triangles — Marina Sukup [5 minutes] 3. Second Reading Proposed Vacation Ordinance STV -04 -04 (alley)- Marina Sukup [5 minutes] 4. First Reading Proposed Ordinance Concerning Public .Record Indexes — Chris Bainbridge [5 minutes] 5. Administrative Reports: [no public comment] a. Overview of Draft Comprehensive Plan — Marina SukuplGreg McCormick [ 120 minutes] b. Boundary R.eview Board Process — Cary Driskell [ 10 minutes] 6. Information Only: [no public. comment] a. Departmental Monthly Reports b. Minutes of Planning Commission [estimated meeting: 145 minutes *] Advnroce Agenda — Draft Revised: 9 -2 -04 8:00 a.m. Page 1 of3 October 5. 2004 Study Session 6:00 p.m. [due date Thursday 1. Department 2005 Budget Highlights - Department Directors 2. Industrial Pretreatment Update - Neil Kersten 3. Special Events Ordinance Amendments Discussion - Cal Walker 4. Advance Agenda Additions - Mayor DeVleming 5 Council Check -in - Dave Mercier 6. Facilitation Process - Dave Mercier /Stan McNutt 7. City Manager Comments - Dave Mercier October 19, 2004 Study Session 6:00 p.m. [due date Thursday, 1. Spokane Valley Arts Council - DeeDee Loberg (pending confirmation) 2. Code Enforcement Update - Tom ScholtenslChris Berg 3. Panhandling Research Report - Cary Driskell 4. Water Safety Regulations Discussion - Cary Driskell 5. Helmet Safety issue Research Update - Cary Driskell 6. Budget Discussion - Dave Mercier 7. Advance Agenda Additions - Mayor DcVleming 8. Council Check -in - Dave Mercier 9. City Manager Comments - Dave Mercier September 23] (60 minutes) (20 minutes) (10 minutes) (60 minutes) TOTAL MINUTES: 150 Max. mtg. time: 150 minutes October 12, 2004 Regular Meeting 6:00 p.m. [due date Thursday September 30] 1. PUBLIC HEARING: First hearing on 2005 Proposed Budget - Ken Thompson [15 minutes] 2. CONSENT AGENDA: Minutes, Accounts Payable, Payroll 3. Second Reading Proposed Ordinance Concerning Public Record indexes - Chris Bainbridge [5 minutes] 4. First Reading: Proposed 2005 Annual Property Tax Ordinance - Ken Thompson [15 minutes] 5. First Reading Proposed PUD Amendments - Marina Sukup [10 minutes] 6. Motion Consideration: Approving Spokane County Interlocal Agreement Authorizing $10,000 for Consulting Services for Wastewater Alliance Research -Neil Kersten [10 minutes] 7. Motion Consideration: Approval of Mayor Appointments for Planning Commission (appointments to be effective 1 -1 -04) - Mayor DcVleming [10 minutes] 8. Administrative Reports: [no public comment] a. Sign Code Committee Update - David Crosby/Marina Sukup [10 minutes] b. Fire Code Report -Tom Scholtens [10 minutes] c. Massage Parlors/Bath Houses Regulations - Cal Walker [ 10 minutes] d. Budget Discussion: Street Fund - Dave Mercier [30 minutes] c. Centennial Trail Maintenance - Mike Jackson [10 minutes] 9. Information Only: [no public comment] [estimated meeting: 135 minutess] October 71 (20 minutes) (30 minutes) (10 minutes) (15 minutes) (10 minutes) (30 minutes) TOTAL MINUTES: 115 Max. mtg. time: 150 minutes October 26, 2004 Regular Meeting 6:00 p.m. [due date Thursday, October 14] 1. PUBLIC REARING: Final 2005 Budget Flcaring [10 minutes] 2. Second Reading: Proposed 2005 Annual Property Tax Ordinance - Ken Thompson [5 minutes] 3. Second Reading Proposed PUD Agreement - Marina Sukup [5 minutes] 4. First Reading Proposed Ordinance Adopting 2005 Budget- Ken Thompson [10 minutes] 5. Proposed Resolution Amending Fee Resolution for 2005 - Ken Thompson [ 10 minutes] 6. Administrative Reports: a. Proposed Amendment to Criminal Code -Noise (Blasting & boombox vehicles) - Cary Driskell [ 10 mins] [estimated meeting: 50 minutes*] Advance Agenda- Draft Revised: 9 -2 -04 8:00 a.m. Page 2 of 3 November 2, 2004 Study Session 6:00 p.m. 1. Advance Agenda Additions — Mayor DeVleming 2. Council Check -in — Dave Mercier 3. City Manager Comments — Dave Mercier November 9, 2004 Regular Meeting 6:00 pan. [due date Thursday, October 28] 1. Second Reading Proposed Ordinance Adopting 2005 Budget — Ken Thompson [5 minutes] 2. Mayor Appointments: Boards and Committees —Mayor DeVleming [15 minutes] November 16, 2004 Study Session 6:00 p.m. 1. Advance Agenda Additions — Mayor DeVleming 2. Council Check -in — Dave Mercier 3. City Manager Comments — Dave Mercier November 23, 2004 NO MEETING November 30, 2004 Regular Meeting 6:00 p.m. [due date Thursday, November 18] December 7, 2004 Study Session 6:00 p.m. I . Advance. Agenda Additions — Mayor DeVleming 2. Council Check -in — Dave Mercier 3. City Manager Comments — Dave Mercier December 14, 2004 Regular Meeting 6:00 p.m. [due date Thursday, December 2] 1. Second Reading Proposed Ordinance Adopting 2005 Budget — Ken Thompson [5 minutes] December 21, 2004 Study Session 6:00 p.m. 1. Advance Agenda Additions — Mayor DeVleming 2. Council Check -in — have Mercier 3. City Manager Comments — Dave Mercier [due date Thursday, October 21] [due date Thursday, November 4] [due date TONDO November 29] [due date Thursday, December 9] December 28, 2004 Regular Meeting 6:00 p.m. [due date Thursday, December 16] OTHER PENDING AND /OR UPCOMING ISSUES: Second Reading Proposed Ordinance 04 -007 Stormwater — Stanley Schwartz (first reading 02- 24 -04) Second Reading Proposed Sidewalk Ordinance 04 -012 — Stanley Schwartz (first reading 02- 24 -04) First Reading Proposed Sewer Ordinance — Neil Kersten February 12, 2005 — Half -Day Council /Staff Retreat i%1EETtNGS TO BE SCHEDULED I open house — wastewater issues (sometime in the fall) [* estimated meeting time does not include time for public comments] Advance Agenda — Droll Revised: 9 -2 -04 8:00 a.m. Page 3 of 3